Assistant Management Executive

Position Summary

The Assistant Management Executive (AME) supports the Management Executive (ME) in the day-to-day administration and operations of a portfolio of cooperative and condominium communities. This role provides essential assistance in ensuring exceptional service delivery to Boards, residents, and vendors, while maintaining compliance with governing documents, company policies, and applicable city, state, and federal regulations. The Assistant Management Executive position serves as a foundational role for learning the business of cooperative and condominium property management. This role contributes to the smooth operation of each property while gaining hands-on experience with AKAM’s premium service philosophy, operational standards, and internal management systems.

Key Responsibilities

• Support Executives with property-level administration, resident communication, and task coordination.
• Respond to resident inquiries in a timely, polite, and service focused manner within 24 hours.
• Aid the board, Resident Manager, and ME with vendor coordination and communication as needed.
• Maintain accurate and current trackers as required by boards for property features, memberships, access controls, and (arrears, bike rooms, storage trackers, etc.) for Board Meeting packets, and project updates.
• Absorb and track service requests and maintenance tasks.
• Monthly arrears tracking and communication with shareholders/owners monthly.
• Prepare (with ME) and distribute monthly management reports, board meeting packets, and supporting documentation.
• Coordinate annual meetings with ME and board members, schedule all locations, participants, and distribute as required, all notices, collect required documentation of attendance, and assist to certify results.
• Attend board and annual meetings (as required), take meeting minutes, and follow up on action items.
• Maintain positive and professional relationships with board members, residents, and vendors.
• Serve as a liaison to ensure effective communication between management, building staff, and residents.
• Maintain organized records and digital files aligned with company protocols.
• Ensure all documents and relevant communications are preserved in an organized and clear manner in the building’s Sharepoint folder.
• Using standard nomenclature to name all files and folders.
• Draft resident correspondence and deliver by form of communication building uses.
• Work with Resident Manager on Application for new staff and coordinate with payroll onboarding.
• Process and track all alteration / decorating agreement submissions. Respond timely.
• Work with property engineer/architect to review and provide timely response within guidelines of alteration agreements, follow up and through on all agreements through completion of work, ensure al work is certified and all permits closed.
• Take initiative on assigned projects and follow up without being prompted.

Qualifications

• Minimum of 2 years college or Associate’s Degree.
• Minimum 5–7 years of experience managing luxury residential or mixed-use buildings.
• 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.