Assistant Property Manager

About the role

The Assistant Property Manager provides management, direction, and leadership—alongside the Property Manager—to ensure the property is maintained and operated in accordance with KWPM objectives. This position is responsible for various tasks involved in the overall operation of the property, including managing and developing team members.

Responsibilities

• Schedule and organize complex activities such as meetings, conferences, and department activities for all members of the department.
• Organize and prioritize a large volume of information and calls.
• Act as a liaison with other departments and outside agencies, including District Managers, Vice-Presidents, Board members, and Chief Engineers.
• Handle confidential and non-routine information and explain policies when necessary.
• Coordinate division of workload with the administrative assistant of the property.
• Maintain, update, type, and coordinate account information in the computer database.
• Coordinate and track important dates and meetings, such as annual and budget meetings.
• Ensure all communication is handled professionally and courteously by the on-site team, including responding to phone messages and emails within 24 business hours.
• Ensure all mail (FedEx, UPS, USPS) is picked up daily in a timely manner.
• Assist with producing minutes for Board Meetings.
• Assist with preparation of Board Agendas and Board Packets.
• Code and enter all invoices for the community.
• Work closely with Committees and each Committee Chairperson.
• Assist with gathering quotes and proposals for community projects.
• Manage the office staff and other team members on-site daily.
• Order supplies for Maintenance, Housekeeping, and the Office.
• Post all agendas to proper physical locations and the website.
• Ensure Lynk and KWIC information is kept up to date.
• Process Vendor Packets for all vendors.
• Monitor Vendor License and Insurance Expirations.
• Reserve and coordinate conference room events.

Supervisory Responsibility

This position supervises team members and/or departments at the property.

Work Environment

This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

This is largely a sedentary role; however, some filing is required, which may involve lifting files, opening filing cabinets, and bending or standing as necessary. The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push, and pull items weighing 20 pounds or less. The position requires manual dexterity, auditory and visual skills, and the ability to follow written and oral instructions and procedures.

Schedule

This is a full-time, exempt (salaried) position. Days and hours of work will be determined based on the business needs of the property. Occasional evening and weekend work may be required as job duties demand.

Travel

Minimal travel will be required for this position, primarily to attend meetings and trainings at off-site locations, generally within the city limits of the job site.

Requirements

• Minimum of 3 years of prior experience in a related position.
• High School diploma required; college degree preferred.
• Working knowledge of computer and associated programs, including MS Office Suite.
• Ability to multi-task, set, and manage priorities.
• Excellent communication and listening skills to interact with a diverse and multicultural population.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Must function in a team-oriented environment.
• Bilingual in Spanish may be required at some communities where the majority of the population and clients are Spanish-only speakers.

Skills

• Problem Solving/Analysis
• Leadership
• Teamwork Orientation
• Customer/Client Focus
• Time Management
• Communication Proficiency
• Technical Capacity