On-Site Administrative Assistant

AKAM; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

AKAM is seeking a diligent On-Site Administrative Assistant to support the property management team at a New York site. You will handle front-desk inquiries, data entry, and record-keeping while coordinating meetings and handling service requests with residents and staff.

The role requires strong organization, communication, and customer service. Regular interaction with Board Members, residents, and vendors will be common, with an emphasis on hospitality and professional presentation.

Qualifications

• Experience in property management or real estate preferred.
• Strong organizational and written/verbal communication skills.
• Proficiency with common property management software is a plus.

Responsibilities

• Serve as first point of contact for residents, visitors and vendors.
• Answer phones, manage emails, filing, scanning, and data entry.
• Process work orders and track maintenance requests.
• Prepare reports, notices, and correspondence for management.
• Assist with move-ins/move-outs and lease documents as needed.
• Support accounting tasks like invoicing and petty cash reconciliation.
• Maintain records and coordinate meetings and events.

Skills

Organization

Communication

Customer service

Multitasking

Confidentiality

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Yardi

Fresh Service

SharePoint

Microsoft Outlook

Excel

Word

Building Link

Monday.com

Avid

Site-Compli

Job description

Position Overview

The On-Site Administrative Assistant provides essential administrative support to the onsite property management team, ensuring smooth daily operations of the property management office. This role requires excellent organizational, communication, and customer service skills, and serves as a key point of contact for residents, vendors, and staff.

Position Overview

The On-Site Administrative Assistant provides essential administrative support to the onsite property management team, ensuring smooth daily operations of the property management office. This role requires excellent organizational, communication, and customer service skills, and serves as a key point of contact for residents, vendors, and staff.

Reports to: General Manager

FLSA Status: Non-Exempt

Key Responsibilities

• Serve as the first point of contact for residents, visitors, and vendors, responding to inquiries professionally and promptly.
• Perform general administrative duties including answering phones, managing emails, filing, scanning, and data entry.
• Meet required standards for responding to communications from residents, owners, staff, and vendors.
• Answer phone calls promptly; return any missed calls within four business hours.
• Assess and address resident or owner requests and concerns; elevate, as necessary.
• Be knowledgeable of building policies and available for individual meetings with Board Members or Residents.
• Implement hospitality best practices to enhance resident experience.
• Maintain and update resident and property records in property management software.
• Assist with scheduling and coordinating meetings, inspections, and property-related events.
• Process work orders, track maintenance requests, and communicate status updates to residents and management.
• Prepare reports, correspondence, and notices for management and residents.
• Assist with move-ins, move-outs, and lease documentation as needed.
• Support accounting functions such as preparing invoices, collecting payments, and reconciling petty cash.
• Maintain office supplies and ensure office equipment is functioning properly.
• Assist management team with special projects, events, or administrative tasks as needed.

Software & Systems Proficiency

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

Expectations

• Always represent AKAM and the property in a professional and positive manner.
• Maintain proper attire, grooming, and a polished demeanor.
• Exhibit professionalism, reliability, proactive problem-solving, and a service-oriented approach.
• Demonstrate knowledge of AKAM internal functions, policies, and systems.

Qualifications

• High school diploma or equivalent; Associate's degree preferred.
• 1-3 years of administrative experience, preferably in property management or real estate.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and property management software (Yardi, RealPage, or similar).
• Excellent verbal and written communication skills.
• Strong organizational skills with attention to detail.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• Professional demeanor and ability to maintain confidentiality.