On-Site Assistant Management Executive

About the role

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.

Responsibilities

• 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.
• Maintain effective communication with the Board of Managers, Owners, Residents, and staff.
• 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.
• Implement hospitality best practices to enhance resident experience.
• Aid in the 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.
• Aid in supporting 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.
• Aid 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.
• Aid in 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.

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.