Administrative Assistant

KW PROPERTY MANAGEMENT AND CONSULTING•Boca Raton, FL

6h•Onsite

About The Position

The Administrative Assistant will support the daily operations of the management office and perform various administrative duties in accordance with Company procedures. Key responsibilities include record keeping, filing, mail handling, word processing, data entry, and maintaining office supplies. The role also involves managing and updating account information in a computer database, researching payment discrepancies, and coordinating important meetings. The assistant is responsible for ensuring professional telephone and email communication, daily mail pickup, and providing property-specific forms such as architectural approvals, maintenance requests, and sale/lease information. Additionally, the position requires the reservation and coordination of conference room events and undertaking special projects as instructed. This is a full-time, non-exempt hourly position, with working days and hours determined by the business needs of the property, subject to change. KW Property Management & Consulting is an equal opportunity and drug-free workplace.

Requirements

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.

Nice To Haves

Bi-lingual English/Spanish

Responsibilities

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.