Assistant Property Manager

KW PROPERTY MANAGEMENT AND CONSULTING; West Palm Beach (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

KW Property Management and Consulting is seeking an Assistant Property Manager to support the Property Manager in overseeing daily operations, staff supervision, and vendor coordination at the West Palm Beach site.

You will organize meetings, manage communications, track invoices, prepare board materials, and ensure timely responses. The role requires at least 3 years in a related position, a high school diploma, MS Office proficiency, and bilingual Spanish when needed.

Qualifications

• Minimum 3 years experience in a related role.
• High School diploma required; college degree preferred.
• Working knowledge of MS Office Suite.
• Ability to multi-task and manage priorities.
• Bi-lingual in Spanish may be required at some communities.

Responsibilities

• Schedules and organizes meetings and department activities.
• Acts as liaison with other departments, managers, and vendors.
• Maintains and coordinates account information in databases.
• Coordinates budget and board meeting dates and materials.
• Codes and inputs invoices; coordinates vendor packets.
• Oversees daily office operations and supply ordering.

Skills

Bilingual in Spanish

Excellent communication skills

Multi-tasking

Team leadership

Office administration

Education

High School diploma

College degree preferred

Tools

MS Office Suite

Job description

The assistant property manager provides management, direction, and leadership, along with the Property Manager, to ensure the property is maintained and operated in accordance with KWPM objectives. The position is responsible for the various tasks involved in the overall operation of the property, including managing and developing team members.

Duties And Essential Functions

• Schedules and organizes complex activities such as meetings, conferences and department activities for all members of the department.
• Organizes and prioritizes large volume of information and calls.
• Acts as a liaison with other departments and outside agencies, including District Managers, Vice-Presidents, Board members, and Chief Engineers.
• Handles confidential and non-routine information and explains policies when necessary.
• Coordinates division of workload with the administrative assistant of the property.
• Maintain, update, type, and coordinate account information in computer database.
• Coordinate and track important dates and meetings, such as annual and budget meetings.
• Ensure that all communication is handled in a professional and courteous manner from the team on site. Also ensures that phone messages and e-mails are responded to appropriately and within a 24-hours, business hours.
• Ensure that all mail (i.e. Fed Ex, UPS, USPS) is picked up daily, in a timely manner.
• Assist with producing minutes for Board Meetings.
• Assist with preparation of the Board Agenda’s and Board Packet.
• Responsible for coding and entering all Invoices for the community.
• Responsible to work closely with Committee’s and each Committee Chairperson.
• Assist with gathering quotes & proposals for projects for the community.
• Daily management of the office staff and/or other team members on-site.
• Supply ordering for Maintenance, Housekeeping, and the Office.
• Assist in posting all agenda to proper physical locations and to the website.
• Responsible for making sure Lynk and KWIC information is kept up to date.
• Responsible to make sure that Vendor Packets are processed for all Vendors.
• Monitoring of Vendor License and Insurance Expirations.
• Reservation & coordination of conference room events.

Supervisory Responsibility

This position will be responsible in supervising team members and/or departments at the property. In addition;

Problem Solving/Analysis

Leadership

Teamwork Orientation

Customer/Client Focus

Time Management

Communication Proficiency

Technical Capacity

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

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. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. 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

This is position is exempt (salaried) and full-time. Days and hours of work will be determine based on the business needs of the property. Occasional evening and weekend work may be required as job duties demand.

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 Experience And Education

• Prior experience in a related position; a minimum of 3-year experience.
• High School diploma required; college degree preferred
• 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.
• Bi-lingual in Spanish may be required at some communities whereas the majority of the population and clients are Spanish only speakers.

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.