Administrative Assistant

KW Property Management Careers•Boca Raton, FL

3d•Onsite

About The Position

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.

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.
Keyboarding ability with accuracy at 45-50 words per minute.
Must function in a team-organized environment.

Nice To Haves

Bi-lingual English/Spanish

Responsibilities

Assist in the daily operation of the management office and administrative duties.
Perform record keeping, filing, mail collection and distribution, word processing, and data entry.
Maintain and replenish office supplies.
Maintain, update, type, and coordinate account information in computer database.
Research owner discrepancies regarding payment to accounts.
Coordinate and track important dates and meetings.
Answer telephone properly and handle messages courteously, accurately, and respond in a timely manner.
Respond to emails within 24 hours.
Pick up all mail (i.e. Fed Ex, UPS, USPS) daily.
Provide and maintain architectural approvals, maintenance requests, sale/lease information, and other property-specific forms.
Coordinate conference room events.
Complete special projects as instructed.