Condominium Administrator

WhiteCap Search; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Whitecap Search is seeking a dedicated professional to join our team, focusing on managing luxury condominium properties and acting as a key liaison among owners, residents, boards, and vendors.

The role emphasizes organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment, with responsibilities spanning administrative, financial, and operational tasks within a luxury residential setting.

Qualifications

• Excellent verbal and written communication, professionalism, diplomacy, and customer service.
• Highly organized with strong attention to detail and the ability to multitask in a fast-paced environment.
• Experience supporting luxury residential properties and HOA/community associations is preferred.

Responsibilities

• Serve as liaison between condo owners, Board members, residents, vendors, and management teams, addressing inquiries promptly and diplomatically.
• Support day-to-day administration: owner communications, resident records, work orders, applications, alterations, violations, and move-in/out coordination.
• Assist with financial administration: owner billing inquiries, accounts receivable, invoices, vendor payments, budget tracking, reconciliations, and variance reporting.
• Prepare for and participate in Board/HOA meetings with property, financial, and operational updates and follow through on action items.
• Maintain organized, confidential property records, correspondence, reports, databases, and files.
• Coordinate with Resident/Property Managers, vendors, finance teams, engineers, and stakeholders to resolve issues and support smooth operations.

Skills

Communication

Organization

Multitasking

Problem solving

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Whitecap Search is seeking a dedicated and skilled professional to join our team in the management of luxury condominium properties. This role involves serving as a key liaison between various stakeholders, supporting property administration, and ensuring smooth operational and financial processes. The ideal candidate will have a strong background in property management, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Serve as a professional liaison between condominium owners, Board members, residents, vendors, and property management teams, addressing inquiries and concerns promptly and diplomatically.
• Support day-to-day administration of luxury condominium properties, including owner communications, resident records, work orders, applications, alterations, violations, and move-in/move-out coordination.
• Assist with financial administration, including owner billing inquiries, accounts receivable, invoices, vendor payments, budget tracking, financial reconciliations, and variance reporting.
• Prepare for and actively participate in Board/HOA meetings, providing property, financial, and operational updates and following through on Board decisions and action items.
• Maintain accurate, organized, and confidential property records, correspondence, reports, databases, and administrative files.
• Coordinate effectively with Resident/Property Managers, vendors, finance teams, engineers, and other stakeholders to resolve issues and support smooth building operations.
• Demonstrate exceptional organization, attention to detail, communication, problem-solving, and multitasking skills, with the ability to work independently in a fast-paced environment.

Requirements

• 2 years of experience in condominium, residential property management, HOA/community association management, real estate administration, or a related field; luxury residential experience strongly preferred.
• Strong owner/resident and Board relations experience with excellent verbal and written communication, professionalism, diplomacy, and customer-service skills.
• Solid financial and administrative skills, including billing, invoices, accounts payable/receivable, budgets, reconciliations, variance reporting, and strong proficiency in Microsoft Excel, Word, and Outlook.
• Highly organized, detail-oriented, and able to multitask independently in a fast-paced environment while managing multiple priorities and maintaining accurate confidential records.
• Strong ability to coordinate with property managers, vendors, finance teams, engineers, and Board members, with basic knowledge of building operations and property management processes.

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted a guarantee of a certain compensation package for a position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.