On-Site Administrative Coordinator

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

Job summary

AKAM seeks an Onsite Administrative Coordinator to support the Onsite GM and AME in day-to-day building operations on-site in New York. You will maintain communications with the Board, Shareholders, and Residents while assisting with financials, reports, and project management.

Responsibilities include coordinating incidents, serving as liaison between residents and the board, drafting communications, managing billing records, and supporting annual meetings and compliance tasks.

Responsibilities

• Assist the On-Site GM with incidents, emergencies, and violations.
• Communicate incidents to stakeholders and coordinate resolutions.
• Serve as the liaison between residents and the board for concerns and issues.
• Coordinate with vendors and manage relationships.
• Draft and distribute resident communications and building notices.
• Track and reconcile resident billing records and monthly charges.
• Maintain records for parking, gym, storage, and other amenities.
• Schedule amenities and coordinate walkthroughs; report usage and revenue.

Job description

The Onsite Administrative Coordinator ("AC") will work on-site at the designated cooperative and assists and supports the Onsite General Manager ("GM") and the Onsite Assistant Management Executive ("AME") with the day-to-day operations of the building to ensure and enhance the operational, mechanical, aesthetic, and financial functioning of the property. The individual is responsible for maintaining communication with the Board of Directors, Shareholders, and Residents and working closely with the General Manager and Assistant Management Executive on all manners of property financials and project management. The AC represents AKAM in a positive and professional manner.

Reports To: Onsite GM.

The duties and responsibilities include, but are not limited to, the following:

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, escape 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, grievances, etc.
• 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. Report monthly on usage and revenue. Communicate any violations, through the GM, AME & to the Board.
• Coordinate resident move-ins and move-outs. Coordinate applicable COIs, deposits, and walkthroughs to assess damage, as necessary.
• 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.
• Coordination and filing of annual resident compliance items including, but not limited to, 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.
• All other reasonable duties as assigne