KW Property Management
Administrative Assistant
The Administrative Assistant handles tasks outlined herein in order to assist Community Association Managers (CAM) with daily property operations. Administrative Assistants are to establish and maintain a professional, service oriented relationship with the Association Managers, other assistants and employees, clients, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members and requires an individual that is well-spoken, customer service-oriented, and can multi-task at a quick pace. Duties and Essential Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Schedules and coordinates programs and special events in coordination with management and community representatives. Organizes and prepares incoming and outgoing correspondence. Receives and responds to incoming phone calls and emails from clients and vendors. Interprets client account ledgers, replies to client account balance inquiries, researches discrepancies. Prepares and tracks time sensitive forms for clients and vendors. Updates client database - contact information [address, phone, email] -- enter notes into client accounts. Maintains vendor database - add/update vendor information, obtain w9 and proof of insurance. Prepares documentation for accounts payable vouchers and submits invoices for payment. Processes print jobs, scanning and faxing as needed. Uses Word, Excel, software and computer systems to track projects (Knowledge of BuildingLink a Plus). Other duties as assigned. Supervisory Responsibility This position has no supervisory responsibilities. Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment. 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. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee will be required lift objects up to 25 lbs. Position Type/Expected Hours of Work This is a full-time exempt (salaried) position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. This schedule may change to accommodate the business needs of the Association. Travel Some travel will be required to and from Association's storage location. Required Education and Experience 1 - 3 years of directly related clerical or administrative support experience required; HOA, property management or condominium management related experience is a plus. HS Diploma or GED required; Bachelors or Associate degree preferred. Bilingual, English/Spanish or Other Language Must be able to use Excel and Word. Must be able to adapt to management software and computer programs being utilized by company. Ability to interpret and follow verbal and written instructions. Ability to communicate effectively, both verbally and in writing and exercise diplomacy. Knowledge of business correspondence including rules of grammar, sentence structure, punctuation, and spelling. Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment. Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activities. Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions. 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.
The Administrative Assistant handles tasks outlined herein in order to assist Community Association Managers (CAM) with daily property operations. Administrative Assistants are to establish and maintain a professional, service oriented relationship with the Association Managers, other assistants and employees, clients, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members and requires an individual that is well-spoken, customer service-oriented, and can multi-task at a quick pace. Duties and Essential Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Schedules and coordinates programs and special events in coordination with management and community representatives. Organizes and prepares incoming and outgoing correspondence. Receives and responds to incoming phone calls and emails from clients and vendors. Interprets client account ledgers, replies to client account balance inquiries, researches discrepancies. Prepares and tracks time sensitive forms for clients and vendors. Updates client database - contact information [address, phone, email] -- enter notes into client accounts. Maintains vendor database - add/update vendor information, obtain w9 and proof of insurance. Prepares documentation for accounts payable vouchers and submits invoices for payment. Processes print jobs, scanning and faxing as needed. Uses Word, Excel, software and computer systems to track projects (Knowledge of BuildingLink a Plus). Other duties as assigned. Supervisory Responsibility This position has no supervisory responsibilities. Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment. 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. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee will be required lift objects up to 25 lbs. Position Type/Expected Hours of Work This is a full-time exempt (salaried) position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. This schedule may change to accommodate the business needs of the Association. Travel Some travel will be required to and from Association's storage location. Required Education and Experience 1 - 3 years of directly related clerical or administrative support experience required; HOA, property management or condominium management related experience is a plus. HS Diploma or GED required; Bachelors or Associate degree preferred. Bilingual, English/Spanish or Other Language Must be able to use Excel and Word. Must be able to adapt to management software and computer programs being utilized by company. Ability to interpret and follow verbal and written instructions. Ability to communicate effectively, both verbally and in writing and exercise diplomacy. Knowledge of business correspondence including rules of grammar, sentence structure, punctuation, and spelling. Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment. Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activities. Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions. 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.