Administrative Assistant - Property Management… at Ckone · Bridgetown

JOB DESCRIPTION AND PERFORMANCE STANDARDS

POSITION TITLE: Administrative Assistant – Property Management

DEPARTMENT: Property Management

REPORTS TO: Manager – Property Management

DIRECTLY SUPERVISED: N/A

LAST REVISED: January 2026

JOB SUMMARY

The Administrative Assistant – Property Management will provide comprehensive support to the Manager – Property Management in the daily execution of assigned duties, ensuring tasks are completed consistently to the required standard. The role requires delivering a high level of administrative support while maintaining a thorough knowledge of all properties under contract with Barbados Sotheby’s International Realty (BSIR), as well as the company’s products and service offerings.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

A. Planning Activities Satisfactory performance will be achieved when:

1. The Property Administrator assists the Manager – Property Management with the planning and organising of Property Management events and meetings.

2. The diary or calendar of the Manager- Property Management is monitored on an ongoing basis, and appointments/events/meetings are scheduled or rescheduled as needed while providing him/her with ongoing reminders or changes.

3. The Property Administrator communicates meeting requests for departmental meetings to the Property Management Team.

4. Invitations to meetings are circulated two (2) weeks before the date of the meeting, and replies to the invitation are monitored to ensure maximum attendance and control of the budget for catering.

B. Front Desk Activities Satisfactory performance will be achieved when:

1. The Property Administrator is guided by the service quality standards ( sequence of service pre-arrival, arrival ( walk-ins), general front area, occupancy, and departure) in support of the Sotheby’s International Realty brand (SIR).
2. The Property Administrator provides feedback on locations in the sequence of service requiring improvements to the Manager – Property Management for his/her attention.
3. The Property Administrator receives all mail delivered to the BSIR office, sorts and delivers or files it for the attention of the relevant persons.
4. The Property Administrator maintains a log of all cheques handed to the front desk for collection by clients/service providers and ensures that clients/service providers sign for cheques on collection.

C. Administrative Activities Satisfactory performance will be achieved when:

1. The Property Administrator provides telephone support to the Property Management Department, including taking telephone messages and returning phone calls.
2. The Property Administrator receives invoices and correspondence for the Property Management Department and distributes or files them as necessary.
3. The Property Administrator drafts correspondence on behalf of the Property Management Department as advised by the Manager – Property Management for his/her review.
4. The Property Administrator supports the takeover/handover of properties by writing and submitting transfer letters to the utility companies, service providers, and statutory authorities.
5. The Property Administrator conducts general note-taking in Property Management meetings.
6. The Property Administrator ensures that all Property Management materials are stocked and replenished as needed (e.g., checklists and forms).
7. The Property Administrator maintains a file of job applications received for the department.
8. Attendance is monitored, and recurring trends of absence are flagged for intervention by Manager-Property Management, no later than the 5 days following the quarterly meeting.
9. The notice/bulletin board is maintained with current company news in keeping with policy guidelines.

D. Data Management activities Satisfactory performance will be achieved when:

1. The Property Administrator creates folders on the public server for individual properties and monitors every month whether such information is stored in these folders by the Property Managers.
2. The Property Administrator maintains a physical file for each property managed by BSIR.
3. The Property Administrator updates the Master Property Inventory list when property details have changed.

4. The Property Administrator maintains a file of all Property Management contracts – both physical and electronic –  and informs the Manager – Property Management when renewal or updating is required.
   

5. The Property Administrator ensures the Property Management logbooks for each property are inspected once a month for completeness and accuracy.

E. Relief Property Management Activities Satisfactory performance will be achieved when:

1. The Property Administrator provides relief support for assigned Property Management functions during periods of absence, high workload, or as otherwise directed by the Manager – Property Management.
2. The Property Administrator responds to routine owner, guest, and service-provider enquiries in accordance with Service Quality Standards and established Property Management procedures.
3. Basic coordination of maintenance and service requests is undertaken, including logging issues, liaising with approved contractors, and following up to ensure completion, while escalating non-routine or urgent matters to the Manager – Property Management.
4. The Property Administrator assists with the preparation and issuing of routine correspondence related to property operations, including notices to owners, tenants, housekeepers, and service providers, as directed.
5. Property records, logs, and files are updated accurately during relief coverage to ensure continuity of service and information flow to the Property Management team.
6. The Property Administrator supports check-in, check-out, and general occupancy processes where required, ensuring documentation and information are prepared and communicated in line with departmental standards.
7. Any incidents, complaints, or service failures arising during relief coverage are documented and promptly reported to the Manager – Property Management in accordance with the Complaints Management Procedure and Service Recovery Strategies.

F. Health and Safety Activities Satisfactory performance will be achieved when:

1. The Administrative Assistant- Property Management is fully aware of and adheres to all emergency procedures and assists team members and guests during times of emergency, where practical.

2. Any faults with computer systems, tools, or equipment are reported to the Manager - Property Management, and there is a follow-up to ensure that faults are resolved promptly, to avoid potential harm to users.

G. Deputising/Other Activities

Satisfactory performance will be achieved when:

1. Any reasonable requests made by the Manager- Property Management are carried out to the agreed standards.

2. The Property Administrator monitors the smooth function of the Property Management department in the absence of the Manager – Property Management, based on agreed standards.

3. Positive client relations (internal and external) are maintained at all times according to the Service Quality Standards, Complaints Management Procedure, and Service Recovery Strategies.

COMPETENCY REQUIREMENTS Qualifications, Experience, and Other Requirements A minimum of five (5) CXC passes at General Proficiency, including Mathematics, English Language, and Office Procedures.

A Diploma or professional certificate in Secretarial Studies or Electronic Data Preparation and Management (EDPM) from an accredited institution would be an asset.

Experience: A minimum of two (2) years’ experience in an administrative role.

Previous experience in the hospitality industry would be an asset.

Essential knowledge, skills, abilities, and other characteristics:

1. Proficiency in Microsoft Office Suite.
2. Ability to give and take direction and to interface with decision makers professionally.
3. Ability to maintain confidentiality and prevent disclosure of sensitive information.
4. Ability to interact with and possess a general understanding of culturally diverse clients from various markets.
5. Good written and oral communication skills.
6. Excellent organization skills.
7. Ability to multitask while performing each task with accuracy and speed.
8. Ability to meet deadlines.
9. Strong interpersonal skills.
10. Must always possess a pleasant demeanor.