Administrative Assistant

Administrative Assistant

As the key employee liaisons between the client and KWPM services & internal support staff, the Administrative Assistant must perform the job duties with a view toward projecting a professional and competent image : Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key. The position is fundamental to the administrative and operational functions of the Company / Property and as such requires established organizational skills, with attention to detail and solid time management, and good interpersonal skills.

Duties and Essential Functions

• Resident & Guest Relations
• Serve as the first point of contact in the management office for residents, guests, and service providers, ensuring phones and emails are answered promptly (within 24 hours) and courteously.
• Assist with resident concerns, tracking resolution steps in accordance with property policies.
• Support front desk staff with overflow administrative tasks or complex service issues such as mail, packages, parking, or access issues.
• Administrative & Office Support
• Maintain and organize digital and physical association and resident files, including incident reports, annual owner information sheets, ARC applications, rules and regulations updates, and compliance forms.
• Manage document control, including tracking legislative updates, condominium statute requirements, contracts, renewals, changes in terms, and governing document updates.
• Order and monitor office supply inventory.
• Assist with communications, including resident e-blasts, posted notices, flyers, and portal announcements.
• Work Order & Recordkeeping
• Input, track, and follow up on work orders in the building's software system; ensure timely closures and perform basic quality control.
• Take ownership of BuildingLink : managing updates, changes, resident and board information, cars, bikes, and all resident profile data.
• Take ownership of the building schedule, including move-ins / outs, rentals, elevator usage, conference room reservations, and vendor appointments.
• Research and resolve owner account discrepancies, providing ledger balances, documents, and portal assistance.
• Community Monitoring & Compliance
• Perform roaming responsibilities including daily walks of hallways, common areas, and garage to identify infractions (e.g., improper parking, unauthorized use of spaces), maintenance needs (patch / paint, water intrusion), or safety concerns.
• Document observations and escalate to management or vendors for timely resolution.
• Meeting Coordination & Timelines
• Coordinate and track critical meetings (turnover, annual, budget, and Board), ensuring deadlines and timelines are consistently met.
• Prepare notices and assemble Board packets as directed by the Property Manager.
• Attend meetings as needed and record minutes for internal use and distribution.
• Technology & Systems
• Utilize web-based platforms such as BuildingLink, Nexus, or other association management systems.
• Maintain access control lists, vendor logs, amenity reservation records, and building schedules.
• Help manage content on digital bulletin boards, lobby signage, or internal portals.
• Amenity & Vendor Support
• Schedule and coordinate amenity reservations and related resident communications.
• Liaise with vendors and contractors to facilitate building access, ensuring proper documentation (e.g., COIs, licenses) is on file.
• Track and schedule recurring services (e.g., building inspections, annual fire testing) in collaboration with the Property Manager.
• Assist with vendor oversight, ensuring timeliness of services and invoicing.
• Additional Duties
• Perform special projects as instructed by the Property Manager.
• Confidentiality & Data Integrity
• Maintain a secure environment for all association records, keys, and systems.
• Handle owner accounts, legal correspondence, and Board records with professionalism and confidentiality.
• Ensure resident and association data is managed securely and in compliance with KW and Star Tower policies.

Work Environment This position will be located indoors and in an office setting.

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.

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.

Position Type / Expected Hours of Work This is a full-time non-exempt (hourly) position. Days and hours of work will be determine based on the business needs of the property. This schedule may change to accommodate the business needs of the property.

Required Education and Experience

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.

Travel Required Yes. Minimal to attend meetings and training off-site.

Qualifications

Skills

Required MS Office Advanced

Behaviors

Required Team Player : Works well as a member of a group

Functional Expert : Considered a thought leader on a subject

Dedicated : Devoted to a task or purpose with loyalty or integrity

Detail Oriented : Capable of carrying out a given task with all details necessary to get the task done well

Motivations

Preferred Self-Starter : Inspired to perform without outside help

Growth Opportunities : Inspired to perform well by the chance to take on more responsibility

Education

Required High School or better.

Experience

Required 1 year : Prior experience in a related position