Administrative Assistant

Job Description

Job Description

About the Company: Founded in 1983, AKAM provides unparalleled knowledge, industry-leading technology, cost-saving initiatives, and the best customer service in the industry to every condominium, cooperative, homeowners association, and investment property we service. From comprehensive financial oversight to operations management, compliance administration, and violation removal, we maximize operational efficiency and value for our clients. Our core values include Innovation, Collaboration, Elevation, Accountability & Hospitality.

Position Overview: The Administrative Assistant associate is a key support role responsible for providing administrative and customer service support to the Property Manager and Board of Directors. This position involves managing day-to-day office operations, coordinating communication with homeowners, and assisting with the implementation of community policies and procedures. The ideal candidate will possess previous experience in property management (HOA/condo) and demonstrate exceptional organizational skills, professionalism, and a commitment to excellent customer service.

Key Responsibilities:

Front Desk Support:

• Greet residents, guests, and vendors and assist with inquiries.
• Answer and direct phone calls, emails, and other communications.
• Manage appointment scheduling for residents and building services.
• Receives/Reviews contractor's packages to ensure that all necessary information is attached i.e.: COI’s, permits, payments etc.
• Oversees contractors as they arrive, throughout their stay, & as they depart to ensure common areas are protected and clean prior to commencing the workday and at the end of each workday. Spot checks the units as needed to ensure contractors are only performing work as outlined in the approved contractors' package.
• Provides assistance if needed at the front desk or in the package room.

Administrative Duties:

• Maintain and update resident records, visitor logs, and other essential documents.
• Assist with the preparation of reports, correspondence, and other communications.
• Handle incoming and outgoing mail, packages, and deliveries.
• Runs Deggie reports on Mondays and as needed.
• Schedules deliveries, contractors and move ins/outs.
• Prepares written weekly & monthly management reports for manager completion by noon on Fridays.
• Prepares monthly community newsletters.
• Prepares and distributes warning letters and violation notices to residents not in compliance with rules & regulations

Resident Services:

• Address resident requests and concerns in a professional and timely manner.
• Coordinate with maintenance and management teams for service requests and follow-ups.
• Assist with the organization of community events, meetings, and activities.
• Updates Resident Information as needed in GRID and Millennium.
• Responsible for preparation of work orders and follow up between Maintenance Department and Residents to ensure work orders are being performed in a timely manner and all completed work orders are closed out.
• Coordinates and documents all elevator reservations with the applicable teams (master) and the resident (renter or owner)

Office Management:

• Order and manage office supplies, ensuring the front desk area remains tidy and well-organized.
• Assist with filing, data entry, and other clerical tasks as needed.
• Support management with special projects and tasks as required.
• Provides support to manager with accounts receivables and accounts payables. Gathers new vendor information and W9 for invoice processing. Codes invoices daily for manager approval, so that all invoices are coded no later than Friday mornings.
• Assists in preparation of Board Meetings (sets up room, speaker, recorder and TV for Zoom call).
• Attends Board of Directors meetings, Annual meetings, Committee meetings and Staff meetings and prepares minutes. Helps with preparation of electronic voting set up.

Qualifications:

• Professional and friendly demeanor & strong interpersonal and customer service skills are a must
• Experience in an administrative or customer service role within property management or a residential setting is required
• Strong verbal and written communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook) and property management software (e.g., Yardi, Building Link, Avid or similar).
• Bilingual in Spanish required
• Excellent organizational skills and attention to detail.
• Ability to handle multiple tasks and prioritize effectively
• High school diploma or equivalent; Associate’s degree preferred

Benefits

• Medical, dental, and vision insurance
• 401K Matching Program (after 90 days)
• 10 Paid Holidays (may vary between properties)
• 17 PTO Days
• Advancement Opportunity

AKAM is committed to maintaining a diverse workforce and an inclusive work environment. AKAM is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. All qualified applicants are encouraged to apply and will be considered for employment without regard for any characteristic protected by applicable law.