On-Site Administrative Coordinator

About the Role

The Onsite Administrative Coordinator (AC) works on-site at the designated cooperative, assisting and supporting the Onsite General Manager (GM) and the Onsite Assistant Management Executive (AME) with the day-to-day operations of the building. The role ensures and enhances the operational, mechanical, aesthetic, and financial functioning of the property. The AC maintains communication with the Board of Directors, Shareholders, and Residents and collaborates closely with the GM and AME on property financials and project management. The AC represents AKAM in a positive and professional manner.

Reports to: Onsite General Manager.

Responsibilities

• Building Responsibilities
  • Assist the On-Site GM with any reported building incidents, emergencies, and violations.
  • Communicate any reported building incidents, emergencies, and violations.
• Customer Service
  • Serve as the primary liaison between residents and the board, addressing concerns, requests, and issues with timely and effective solutions.
  • Assess requests and concerns and, if not able to address, escalate to the appropriate individual.
  • Be knowledgeable of all building policies and available for individual meetings with Board Members and Residents to discuss matters, quality of life issues, complaints, suggestions, or grievances.
  • Coordinate with vendors through established channels, maintaining strong professional relationships.
• Administrative Duties
  • Draft and distribute resident communications, including email updates and building notices, to keep shareholders informed.
  • Manage monthly financial chargebacks and ensure accuracy in resident billing records.
  • Maintain accurate records for parking garage, gym, storage, bike room, and Key Link lists, including oversight of waitlists.
  • Schedule amenity reservations.
  • Coordinate walkthroughs to assess damage, as necessary, and report monthly on usage and revenue.
  • Communicate any violations through the GM, AME, and to the Board.
  • Coordinate resident move-ins and move-outs, including applicable COIs, deposits, and walkthroughs to assess damage.
  • Assist the AME to maintain the Building Link library, alterations, vendors, and other applicable items.
  • Facilitate regular BuildingLink reports and analysis for anomalies and areas of improvement.
  • Work with the Resident Manager and the GM to implement improvement procedures.
  • Attend Annual Meetings.
  • Oversee work order requests by collecting vendor documentation, scheduling service dates, and issuing access passes.
  • Coordinate and file annual resident compliance items, including homeowner’s insurance, window guards, stove knob covers, and detectors.
  • Assist the Resident Manager in the coordination of water shutdowns and associated communications.
  • Cover AME duties when necessary.
  • Complete special projects as assigned.
  • Perform all other reasonable duties as required.