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Administrative Assistant – Property Management

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PVH Group Inc

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Location:
Barbados , Bridgetown

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

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.

Job Responsibility:

  • Assists the Manager – Property Management with the planning and organising of Property Management events and meetings
  • Monitors the diary or calendar of the Manager- Property Management and schedules or reschedules appointments/events/meetings
  • Communicates meeting requests for departmental meetings to the Property Management Team
  • Circulates invitations to meetings and monitors replies
  • Guided by the service quality standards in support of the Sotheby’s International Realty brand
  • Provides feedback on locations in the sequence of service requiring improvements
  • Receives all mail delivered to the BSIR office, sorts and delivers or files it
  • Maintains a log of all cheques handed to the front desk for collection
  • Provides telephone support to the Property Management Department
  • Receives invoices and correspondence for the Property Management Department and distributes or files them
  • Drafts correspondence on behalf of the Property Management Department
  • Supports the takeover/handover of properties by writing and submitting transfer letters
  • Conducts general note-taking in Property Management meetings
  • Ensures that all Property Management materials are stocked and replenished
  • Maintains a file of job applications received for the department
  • Monitors attendance and flags recurring trends of absence
  • Maintains the notice/bulletin board with current company news
  • Creates folders on the public server for individual properties and monitors information storage
  • Maintains a physical file for each property managed by BSIR
  • Updates the Master Property Inventory list
  • Maintains a file of all Property Management contracts and informs the Manager when renewal is required
  • Ensures the Property Management logbooks for each property are inspected once a month
  • Provides relief support for assigned Property Management functions during periods of absence
  • Responds to routine owner, guest, and service-provider enquiries
  • Undertakes basic coordination of maintenance and service requests
  • Assists with the preparation and issuing of routine correspondence related to property operations
  • Updates property records, logs, and files accurately during relief coverage
  • Supports check-in, check-out, and general occupancy processes where required
  • Documents and promptly reports any incidents, complaints, or service failures
  • Is fully aware of and adheres to all emergency procedures and assists team members and guests during times of emergency
  • Reports any faults with computer systems, tools, or equipment
  • Carries out any reasonable requests made by the Manager- Property Management
  • Monitors the smooth function of the Property Management department in the absence of the Manager
  • Maintains positive client relations (internal and external) at all times

Requirements:

  • A minimum of five (5) CXC passes at General Proficiency, including Mathematics, English Language, and Office Procedures
  • A minimum of two (2) years’ experience in an administrative role
  • Proficiency in Microsoft Office Suite
  • Ability to give and take direction and to interface with decision makers professionally
  • Ability to maintain confidentiality and prevent disclosure of sensitive information
  • Ability to interact with and possess a general understanding of culturally diverse clients from various markets
  • Good written and oral communication skills
  • Excellent organization skills
  • Ability to multitask while performing each task with accuracy and speed
  • Ability to meet deadlines
  • Strong interpersonal skills
  • Must always possess a pleasant demeanor

Nice to have:

  • A Diploma or professional certificate in Secretarial Studies or Electronic Data Preparation and Management (EDPM) from an accredited institution would be an asset
  • Previous experience in the hospitality industry would be an asset

Additional Information:

Job Posted:
February 20, 2026

Employment Type:
Fulltime
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