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Office Administration Specialist

2 months ago

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

We are seeking a dedicated **Office Administration Specialist** to support the daily operations of our management office. This role is essential in ensuring that administrative tasks are executed efficiently and in accordance with established company protocols.

Key Responsibilities
  • Assist in the smooth functioning of the management office by performing various administrative tasks as per company guidelines.
  • Handle administrative functions including record keeping, filing, mail collection and distribution, word processing, data entry, and maintaining office supplies.
  • Update and manage account information within our computer database.
  • Investigate and resolve any discrepancies related to account payments.
  • Coordinate and monitor significant dates and meetings, including turnover, annual, and budget meetings.
  • Ensure professional handling of telephone communications and timely response to messages.
  • Respond to emails within a 24-hour timeframe.
  • Oversee daily mail collection, including packages from various carriers.
  • Maintain essential documentation such as architectural approvals, maintenance requests, and sale/lease information.
  • Coordinate and reserve conference room events as needed.
  • Engage in special projects as assigned by management.
Work Environment

This role is primarily office-based, providing a stable indoor work environment.

Physical Requirements

The physical demands of this position include the ability to sit, stand, reach, lift, bend, kneel, stoop, climb, push, and pull items weighing up to 20 pounds. The role requires manual dexterity, auditory and visual skills, and the capacity to follow both written and verbal instructions.

Position Type

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

Travel Requirements

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

Qualifications
  • A minimum of 1 year of experience in a similar role.
  • Proficient in computer applications, particularly the MS Office Suite.
  • Ability to manage multiple tasks and prioritize effectively.
  • Strong communication and listening skills to engage with a diverse population.
  • Typing proficiency of 45-50 words per minute with accuracy.
  • Ability to work collaboratively in a team-oriented environment.
Additional Information

This job description is intended to provide a general overview of the position and is not exhaustive of all duties and responsibilities. Responsibilities may evolve over time with or without notice.

KW Property Management & Consulting is committed to maintaining a drug-free workplace and is an equal opportunity employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.