Administrative Assistant

KW PROPERTY MANAGEMENT AND CONSULTING; Venice (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

KW Property Management & Consulting in Florida seeks an Administrative Assistant to support office operations and project a professional image for clients and staff. This role emphasizes timeliness, accuracy, and strong organizational skills in a busy property management setting.

Required: minimum 1 year of related experience, proficiency with MS Office, ability to multi-task, and excellent communication and listening abilities. This position is full‑time and on site, with travel minimal.

Qualifications

• Prior experience in a related position; minimum 1 year.
• Working knowledge of MS Office Suite.
• Ability to multi-task and manage priorities.
• Excellent communication and listening skills to interact with diverse populations.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Team-based environment collaboration.

Responsibilities

• Assist in the daily operation of the management office following established Company procedures and guidelines.
• Perform administrative tasks including filing, data entry, mail distribution, and supply management.
• Maintain and coordinate account information in the computer database.
• Research owner discrepancies regarding payments to accounts.
• Coordinate and track important dates and meetings such as turnover, annual, and budget meetings.
• Ensure that the telephone is answered properly and messages are handled courteously and promptly.
• Ensure that emails are responded to within 24 hours.
• Ensure mail is picked up daily (FedEx, UPS, USPS).
• Provide and maintain forms related to property management.
• Coordinate conference room reservations and events.
• Complete special projects as instructed.

Skills

Communication

Time management

Multitasking

Interpersonal skills

Teamwork

Typing speed 45-50 wpm

Tools

MS Office Suite

Job description

As the key employee liaisons between the client and KWPM services & internal support staff, the Administrative Assistant must perform the job duties with a view toward projecting a professional and competent image. Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key. The position is fundamental to the administrative and operational functions of the Company/Property and as such requires established organizational skills, with attention to detail and solid time management, and good interpersonal skills.

Duties And Essential Functions

• Assist in the daily operation of the management office and administrative duties following established Company procedures and guidelines.
• Perform administrative assistant functions including but not limited to: record keeping, filing, mail collection and distribution, word processing, data entry, maintain and replenish office supplies, and other essential needs as required.
• Maintain, update, type, and coordinate account information in computer database.
• Research any owner discrepancies regarding payment to accounts.
• Coordinate and track important dates and meetings, such as turnover, annual, and budget meetings.
• Ensure that the telephone is answered properly and messages are handled courteously, accurately, and responded to in a timely manner.
• Ensure that emails are responded to within 24 hours.
• Ensure that all mail (i.e. Fed Ex, UPS, USPS) is picked up daily.
• Provide and maintain: architectural approvals, maintenance requests, sale/lease information, as well as any other forms specific to the property that may be developed.
• Reservation & coordination of conference room events.
• Special projects as instructed.

Work Environment

This position will be located indoors and in an office setting.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 20 pounds or less. The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures.

Position Type/Expected Hours of Work

This is a full-time non-exempt (hourly) position. Days and hours of work will be determine based on the business needs of the property. This schedule may change to accommodate the business needs of the property.

Travel

Minimal travel will be required for this position. Travel will be to attend meetings and trainings at an off-site location, generally within the city limits of the job site.

Required Education And Experience

• Prior experience in a related position; a minimum of 1-year experience.
• Working knowledge of computer and associated programs; MS Office Suite.
• Ability to multi-task, set, and manage priorities.
• Excellent communication and listening skills in order to interact with a diverse and multi culture population.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Must function in team organized environment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

KW Property Management & Consulting is a drug-free workplace. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.