Luxury Property Coordinator

6 days ago

Miami Beach, Florida, United States KW Property Management, LLC Full time
Job Summary

We are seeking a highly skilled and experienced Assistant Property Manager to join our team at KW Property Management, LLC. As a key member of our property management team, you will be responsible for providing exceptional customer service, managing day-to-day operations, and ensuring the smooth running of our properties.

Key Responsibilities
  • Schedule and Coordinate complex activities such as meetings, travel, conferences, and department activities for all members of the department.
  • Organize and Prioritize large volumes of information and calls, ensuring timely and effective communication.
  • Act as a Liaison with other departments and outside agencies, including high-level staff such as District Managers, Vice-Presidents, Board members, and chiefs.
  • Handle Confidential Information and explain policies when necessary, maintaining the highest level of professionalism and discretion.
  • Coordinate Workload with the administrative assistant at the property, ensuring seamless collaboration and effective task management.
  • Maintain Accurate Records and update account information in computer databases, ensuring data integrity and accuracy.
  • Coordinate Important Dates and meetings, such as annual and budget meetings, and ensure timely preparation and follow-up.
  • Ensure Professional Communication with all stakeholders, responding to phone messages and emails in a timely and professional manner.
  • Manage Mail and Packages in a timely and efficient manner, ensuring prompt delivery and processing.
  • Assist with Meeting Minutes and agendas, ensuring accurate and timely preparation.
  • Responsible for Invoicing and coding, ensuring accurate and timely processing.
  • Work Closely with Committees and Committee Chairpersons, ensuring effective collaboration and communication.
  • Assist with Vendor Management and procurement, ensuring timely and effective processing.
  • Monitor Vendor Licenses and Insurance expirations, ensuring compliance and accuracy.
  • Coordinate Conference Room Events and activities, ensuring smooth and efficient execution.
Requirements
  • Minimum 3 Years of experience in a related position, preferably in property management or a related field.
  • Bachelor's Degree in a relevant field, such as business administration or hospitality.
  • Working Knowledge of computer software and associated programs, including MS Office Suite.
  • Ability to Multi-Task and set priorities, ensuring effective time management and productivity.
  • Excellent Communication and listening skills, with the ability to interact with diverse and multicultural populations.
  • Keyboarding Ability with accuracy at 45-50 words per minute.
  • Ability to Function in a team-oriented environment, with a strong focus on collaboration and communication.
  • Bi-Lingual in Spanish may be required at some communities, where the majority of the population and clients are Spanish-only speakers.
Work Environment

This is a professional office environment, requiring the ability to work in a fast-paced and dynamic setting. The successful candidate will be able to lift files, open filing cabinets, and bend or stand as necessary, with occasional sitting, standing, reaching, lifting, bending, kneeling, stooping, climbing, pushing, and pulling items weighing 20 pounds or less.

The employee will be required to follow written and oral instructions and procedures, with a strong focus on attention to detail and accuracy.

This is an exempt (salaried) and full-time position, with days and hours of work determined based on the business needs of the property. Weekend coverage may be required.

Minimal travel will be required for this position, with occasional attendance at meetings and trainings at off-site locations within the city limits of the job site.

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