Assistant Property Manager- Portfolio

About the Role

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 AME serves as a foundational role for learning the business of cooperative and condominium property management, contributing to the smooth operation of each property while gaining hands-on experience with AKAM’s premium service philosophy and operational standards.

Responsibilities

• Support Executives with property-level administration, resident communication, and task coordination for approximately twelve assigned properties.
• Respond to resident inquiries in a timely, polite, and service-focused manner within 24 hours.
• Assist the board, Resident Manager, and ME with vendor coordination and communication as needed.
• Maintain accurate and current trackers for property features, memberships, access controls, arrears, bike rooms, storage, and other operational items for Board Meeting packets and project updates.
• Track service requests and maintenance tasks.
• Perform monthly arrears tracking and communication with shareholders/owners.
• Support the Management Executive in preparing Board meeting materials by compiling reports, updates on arrears, alterations, and other operational tracking items.
• Coordinate annual meetings with the ME and board members, including scheduling, distributing notices, collecting attendance documentation, and certifying 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 in SharePoint, using standard nomenclature for file and folder naming.
• Draft resident correspondence and deliver it via the building’s preferred communication method.
• Work with the Resident Manager on new staff applications and coordinate payroll onboarding.
• Process and track all alteration/decorating agreement submissions, ensuring timely responses and follow-through to completion, including certification of work and permit closure.
• Take initiative on assigned projects and follow up without prompting.
• Additional tasks may be assigned based on learning objectives and building needs.

Software & Systems Proficiency

The Assistant Management Executive is expected to become fluent in the following tools over time:

• Yardi – basic data entry and reporting.
• Fresh Service – submitting and monitoring internal service requests and check requests (reimbursement to Board/Super, insurance, and vendor deposits).
• 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 task tracking and status updates (case-by-case).
• Avid – accounts payable system.
• Site-Compli – working knowledge for NYC market.
• Additional software and programs implemented by AKAM or the property.

Expectations

• Communicate clearly and within expected response times (24 hours).
• Demonstrate attention to detail, professionalism, and a willingness to learn.
• Maintain a positive, team-focused attitude.
• Represent AKAM’s service standards even in entry-level interactions.
• Be reliable, proactive, and open to feedback and mentorship.
• Minimum of 3 days a week in the corporate office (pending capacity).

Qualifications

• Minimum of 2 years of college or an 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.