On-Site Administrative Assistant

Job Description

Job Description

Position Overview :
The On-Site Administrative Assistant provides essential administrative support to the onsite property management team, ensuring smooth daily operations of the property management office. This role requires excellent organizational, communication, and customer service skills, and serves as a key point of contact for residents, vendors, and staff.

Reports to: General Manager

Location:

FLSA Status: Non-Exempt

Key Responsibilities :

• Required to be Onsite at the property management office days per week.
• Serve as the first point of contact for residents, visitors, and vendors, responding to inquiries professionally and promptly.
• Perform general administrative duties including answering phones, managing emails, filing, scanning, and data entry.
• Meet required standards for responding to communications from residents, owners, 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.
• Maintain and update resident and property records in property management software.
• Assist with scheduling and coordinating meetings, inspections, and property-related events.
• Process work orders, track maintenance requests, and communicate status updates to residents and management.
• Prepare reports, correspondence, and notices for management and residents.
• Assist with move-ins, move-outs, and lease documentation as needed.
• Support accounting functions such as preparing invoices, collecting payments, and reconciling petty cash.
• Maintain office supplies and ensure office equipment is functioning properly.
• Assist management team with special projects, events, or administrative tasks as needed.

Software & Systems Proficiency:

The Administrative Assistant 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 :

• High school diploma or equivalent; Associate’s degree preferred.
• 1–3 years of administrative experience, preferably in property management or real estate.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and property management software (Yardi, RealPage, or similar).
• Excellent verbal and written communication skills.
• Strong organizational skills with attention to detail.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• Professional demeanor and ability to maintain confidentiality.