Job Description

The Assistant Property Manager supports the Property Managers and General Manager in providing leadership, direction, and oversight to ensure the ultra-luxury property is maintained and operated in alignment with KWPM objectives and the property's elevated standards. This role is primarily responsible for the day-to-day operations of the Management Office and overall administrative support of the property's operations.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Schedule and coordinate complex activities such as meetings, conferences, and departmental events for all team members.
• Organize and prioritize a high volume of information and incoming phone calls.
• Collaborate with the Administrative Assistant to manage and divide the workload effectively.
• Oversee the collections process and assist homeowners with payment-related inquiries and account resolution.
• Manage procurement of property supplies, including office materials, receiving supplies, employee uniforms and name tags, and amenity-related items. Maintain accurate inventory records and ensure proper stock levels at all times.
• Maintain and update account information and records across all relevant platforms, including KWPM Lynk, KWIC, and internal property databases.
• Manage the review and approval process for Architectural Modification applications and coordinate construction orientation meetings.
• Oversee the lease, resale, and additional resident approval processes in accordance with property policies.
• Track and coordinate key events such as board, annual and budget meetings. Assist with preparing Board agendas, packets, and take meeting minutes when necessary.
• Ensure all communication from the on-site team is professional and courteous. Respond to voicemails and emails within 24 business hours.
• Assist the Administrative Assistant with Accounts Payable tasks as needed.
• Assist with special projects by gathering proposals, coordinating vendors, and ensuring timely execution and completion.
• Maintain and update the employee roster, including emergency contact information, birthdays, and other relevant details.
• Assist residents with access to community systems, including the website, mobile app, payment portal, and access control app.
• Prepare and distribute community notices, including weekly updates and special announcements.
• Participate in selected Standards of Excellence tasks across all three Associations.
• Provide daily supervision and support to office staff and other on-site team members. Cover the Administrative Assistants desk during absences.

Supervisory Responsibility

This position will be responsible for supervising team members at the property.

In addition:

Problem Solving/Analysis

Leadership

Hospitality Skills

Teamwork Orientation

Customer/Client Focus

Time Management

Communication Proficiency

Technical Capacity

Work Environment

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

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.

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand 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.

Position Type

This is position is exempt (salaried) and full-time. 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. Travel will be to attend meetings and trainings at an off-site location, generally within the city limits of the job site.

Required Experience and Education

• Prior experience in a related position; a minimum of 3-year experience.
• High School diploma required; college degree preferred
• Working knowledge of computer and associated programs; MS Office Suite.
• Ability to multi-task, set, and manage priorities.
• Excellent communication and listening skills in order to interact with a diverse and multi culture population.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Must function in team organized environment.
• Bi-lingual in Spanish may be required at some communities whereas the majority of the population and clients are Spanish-only speakers.

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.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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