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Office Administration Specialist

2 months ago

Bonita Springs, Florida, United States KW Property Management, LLC Full time
Position Overview

This role involves providing essential support to the management office, ensuring smooth administrative operations while adhering to established protocols.

Key Responsibilities
  • Daily Operations: Assist in the seamless functioning of the management office by performing various administrative tasks in accordance with company standards.
  • Administrative Functions: Execute essential duties such as record management, filing, mail handling, word processing, data entry, and maintaining office supplies.
  • Database Management: Update and coordinate account information within the computer database efficiently.
  • Discrepancy Research: Investigate any discrepancies related to account payments.
  • Meeting Coordination: Organize and track significant meetings and deadlines, including turnover and budget meetings.
  • Communication Management: Ensure proper handling of telephone calls and messages, responding courteously and promptly.
  • Email Correspondence: Maintain a response time of 24 hours for all email communications.
  • Mail Collection: Oversee the daily collection of all mail, including packages from various carriers.
  • Documentation Maintenance: Provide and manage necessary documentation such as architectural approvals and maintenance requests.
  • Event Coordination: Reserve and organize conference room events as needed.
  • Special Projects: Undertake additional projects as assigned.
Work Environment

This position is primarily office-based, requiring occasional physical activity such as sitting, standing, and lifting items weighing up to 20 pounds. The role demands manual dexterity, auditory and visual skills, and the ability to follow both written and verbal instructions.

Position Details

This is a full-time, non-exempt position. Work hours will be determined based on the operational needs of the property, which may vary.

Travel Requirements

Minimal travel may be necessary for attending meetings and training sessions within the city limits.

Qualifications
  • Minimum of 1 year of experience in a similar role.
  • Proficient in MS Office Suite and related software.
  • Strong multitasking abilities and effective priority management.
  • Excellent communication skills to engage with a diverse population.
  • Typing proficiency of 45-50 words per minute.
  • Able to thrive in a team-oriented environment.

Please note that this job description is not exhaustive and may be subject to change at any time.