On-Site Assistant Management Executive

Job Description

Job Description

The On-Site Assistant Management Executive supports the Property Manager (PM) or General Manager (GM) in the day-to-day administration and operations of a cooperative or condominium property. This role provides essential assistance to ensure exceptional service delivery to Boards, residents, and vendors, while maintaining compliance with governing documents, company policies, and applicable city, state, and federal regulations. Serving as a foundational role in the business of condominium and cooperative property management, the AME contributes to the smooth operation of the property while gaining hands-on experience with AKAM’s premium service philosophy, operational standards, and internal management systems. Onsite, the AME ensures the operational, mechanical, aesthetic, and financial well-being of the property while maintaining effective communication with the Board of Managers, Owners, Residents, and staff. The AME consistently represents AKAM with professionalism, reliability, and service excellence.

Reports to: General Manager – On Site

Location:

FLSA Status: Exempt

Key Responsibilities

Building Operations

• Assist the Property Manager or Onsite General Manager with reported building incidents, emergencies, and violations. Communicate incidents, emergencies, and violations promptly to the appropriate parties.
• Conduct regular inspections of the property to ensure operational, mechanical, and aesthetic standards are met.
• Monitor the building’s physical condition and coordinate maintenance or repairs with staff and vendors.

Customer Service

• Warmly greet all Owners, Residents, Board Members, staff, and vendors.
• Answer phone calls promptly; return any missed calls within four business hours.
• Assess and address resident or owner requests and concerns; escalate, as necessary.
• Be knowledgeable of building policies and available for individual meetings with Board Members or Residents.
• Implement hospitality best practices to enhance resident experience.

Financial Oversight

• Assist with timely and accurate billing and collection of monthly common charges and other financial obligations.
• Communicate with owners regarding arrears; escalate issues to the General Manager as appropriate.
• Maintain detailed records and reporting on accounts receivable matters.
• Assist owners with billing inquiries, automatic payments, and ownership transitions.

Administrative Duties

• Support Resident Manager with weekly staff payroll and related forms (workers’ compensation, leave requests, direct deposit, collective bargaining requirements).
• Utilize BuildingLink to maintain resident directories, notifications, document libraries, and communications tracking.
• Assist in preparing Board meeting materials, including compiling reports and exhibits.
• Support Annual Meeting preparation, communication, documentation, and attend meetings; facilitate minute-taking if required.
• Manage visitor permissions in compliance with building rules.
• Facilitate sales, appraisal, and bank questionnaires; communicate with AKAM Transfers and Closings division.
• Assist with real estate tax abatement filings and respond to owner inquiries.
• Maintain organized and comprehensive owner records.
• Procure office and administrative supplies.
• Complete special projects and all other reasonable duties as assigned.

Software & Systems Proficiency:

The Assistant Management Executive is expected to become fluent in the following tools over time and use them to support daily activities:

• Yardi – basic data entry and reporting.
• Fresh Service – submitting and monitoring internal service requests, and check requests (reimbursement to Board/Super, insurance and vendor deposit) as needed.
• SharePoint – document management and record keeping.
• Microsoft Outlook, Excel, Word – communication lists, and templates.
• Building Link or Email distribution – resident updates, memos, Financial Statements distribution, etc.
• Monday.com – project tasks tracking and status updates (case-by-case).
• Avid – accounts payable system.
• Site-Compli – a working knowledge of for NYC market.

• Additional softwares and programs implemented by AKAM or property .

Expectations:

• Always represent AKAM and the property in a professional and positive manner.
• Maintain proper attire, grooming, and a polished demeanor.
• Exhibit professionalism, reliability, proactive problem-solving, and a service-oriented approach.
• Demonstrate knowledge of AKAM internal functions, policies, and systems.

Qualifications

• Minimum of 2 years college or Associate’s Degree.
• Minimum 5–7 years of experience managing luxury residential or mixed-use buildings required.
• Strong leadership and team development skills.
• Proficiency in property management systems and financial reporting.
• In-depth knowledge of NYC codes, compliance agencies, and labor environments.
• Excellent communication, organization, and conflict-resolution skills.

Ability to manage multiple priorities in a fast-paced, high-expectation environment