Administrative Assistant – KW Property Management and Consulting (Clearwater)

Job Description / Duties

Summary: The schedule of the position is between the business hours of 8:30am to 5:00pm (40 hours worked) with a half hour lunch. There may be times where meetings will need to be attended and there is the possibility of assisting with emergency service duties. The responsibilities of the position include, but are not limited to the following, and are subject to change based on the evolving nature of the Condominium Life Cycle criteria.

KW Culture

As a team member of KW PROPERTY MANAGEMENT & CONSULTING, you are expected to understand and support the mission statement of the company and practice our GREAT values every day. These values include but are not limited to greeting and smiling; showing respect with name recognition and eye contact; accepting the empowerment to exceed everyone’s expectations and showing enthusiasm for your position and duties; being accountable to show a positive attitude and accountable for your actions; and be trustworthy in your duties and transparent in everything you do. These are our GREAT values and part of your work practices and expected as part of your daily activities while working at KW Property Management and Consulting.

Job Complexity & Critical Skills

• As the key employee liaisons between the client and KW 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.

Essential Duties and Responsibilities include the following. Other duties may be assigned to meet business needs.

• Assist in the daily operation of the management office and administrative duties following established Company and Association policies, 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 databases for record keeping and access controls.
• Assist Property Manager to 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 all e-mails are responded to appropriately and in a timely manner.
• Ensure that all mail (i.e. Fed Ex, UPS, USPS) is picked up daily, in a timely manner.
• Assist Property Manager with distribution and management of architectural approvals, maintenance requests, sale/lease information, as well as any other forms specific to the property that may be developed.
• Assist Property Manager with distribution of fobs and barcodes.
• Assist residents and owners with submittal of work orders and coordinate with Maintenance Supervisor.
• Assist Maintenance Supervisor with management of work order system.
• Assist Property Manager with management of parking, garage and storage space leases.
• Reservation & coordination of conference room and clubhouse events.
• Special projects as instructed.

Job Requirements

• 1 to 3 years work experience in related field.
• Working knowledge of computer and associated programs.
• 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.

Position Supervision

• Employee reports to the Property Manager of the community.

Receipt and Acknowledgement

The above statements are intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties or skills necessary for this position. Specific responsibilities, duties and/or skills may change at any time. Receipt of the position description does not imply or create a promise of employment, nor an employment contract of any kind. I hereby acknowledge that I have read and understand this document.

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