Property Operations Coordinator

KW PROPERTY MANAGEMENT AND CONSULTING; Miami (FL); On-site; USD 52,000 - 75,000; Full time

Job summary

KW Property Management and Consulting is seeking an Assistant Property Manager to oversee daily operations, supervise on-site staff, and coordinate administrative tasks with the Property Manager to ensure smooth property operation.

You will handle meetings, vendor coordination, vendor documentation, and financial tasks such as invoicing, while maintaining professional communication and timely responses in a bilingual environment where Spanish language skills may be required at some communities.

Qualifications

• Prior experience in a related position; a minimum of 3-year experience.
• High School diploma required; college degree preferred
• Working knowledge of computer and 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.

Responsibilities

• 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.

Skills

Communication skills

Bi-lingual Spanish

Multitasking

Teamwork

Time management

Education

High School diploma

College degree preferred

Tools

MS Office Suite

Job description

KW Property Management and Consulting is seeking an Assistant Property Manager to oversee daily operations, supervise on-site staff, and coordinate administrative tasks with the Property Manager to ensure smooth property operation.

You will handle meetings, vendor coordination, vendor documentation, and financial tasks such as invoicing, while maintaining professional communication and timely responses in a bilingual environment where Spanish language skills may be required at some communities.