On-Site Management Executive

Akam Associates Inc.; City of Rochester (NY); On-site; USD 115,000 - 150,000; Full time

Job summary

Akam Associates Inc. seeks an On-Site Management Executive to lead operations at a condominium, cooperative, or mixed-use property in New York. You will serve as the senior AKAM representative on-site, coordinating residents, staff, Board, and leadership to deliver hospitality-driven service and strong fiscal management.

Responsibilities span resident relations, financial stewardship, and building upkeep. You will oversee vendors, compliance with city agencies, audits, and staff development to

Qualifications

• Bachelor's degree preferred.
• 5–7 years of experience managing luxury residential or mixed-use buildings.
• 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.

Responsibilities

• Maintain an open-door policy and act as liaison between residents, owners, staff, vendors, and the Board.
• Manage budgets and financials with AKAM's Finance Department and monitor variances.
• Oversee inspections, preventive maintenance, and capital projects.
• Coordinate vendor contracts, RFPs, and project execution.
• Ensure regulatory compliance with DOB, HPD, FDNY, DEP, and DOHMH.
• Oversee staff development, payroll, and scheduling via ADP.
• Enhance resident experience and communications using BuildingLink.

Skills

Leadership

Budgeting

Communication

Vendor management

Operations management

Facilities management

Team management

Regulatory knowledge

Education

Bachelor’s Degree in Business Administration

Tools

Yardi

AvidXchange

BuildingLink

Site-Compli

FreshService

DocuSign

ADP

Monday.com

Microsoft Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

On-Site Management Executive

Full Time Management New York, NY, US

$115,000.00 To $150,000.00 Annually

Position Summary

The Onsite Management Executive ("GM") serves as the senior AKAM representative at the property level and is responsible for the comprehensive operation, administration, and fiscal management of a condominium, cooperative, or mixed-use property. The On-Site ME ensures seamless communication between residents, staff, the Board, and AKAM leadership, driving excellence in service, compliance, and building operations. This position requires a highly organized, service-oriented professional who embodies AKAM’s hospitality-driven culture and can navigate complex building operations with confidence and diplomacy.

Reports to: Managing Director

Resident & Board Relations

• Maintain an “open-door” policy and act as liaison between residents, owners, the Resident Manager, staff, vendors, and the Board.
• Provide exceptional customer service and timely communication, addressing inquiries and concerns with professionalism and discretion.
• Prepare and distribute comprehensive Board packages at least three (3) business days prior to scheduled meetings.
• Attend and facilitate all monthly, annual, and special Board and committee meetings.
• Lead meetings by keeping discussions focused on the agenda, ensuring follow-up and execution of action items.
• Foster positive relationships within the property and the surrounding community, representing AKAM with professionalism.
• Accountable for all financial, business, and administrative operations of the property.
• Collaborate with AKAM’s Finance Department to prepare, implement, and monitor annual operating and capital budgets.
• Review invoices, code accurately, and ensure timely processing through AvidXchange.
• Monitor arrears, coordinate collection efforts, and facilitate legal actions when necessary.
• Oversee bank accounts, reconciliations, and financial statements, ensuring accuracy and transparency.
• Support the annual audit, tax filings, insurance renewals, and capital planning processes.
• Ensure financial performance aligns with budget and report variances proactively.

Operations & Physical Plant

• Conduct regular property inspections to ensure the building’s condition, cleanliness, and safety meet AKAM’s standards.
• Oversee the Resident Manager in implementing preventive maintenance programs, routine repairs, and emergency response procedures.
• Coordinate vendor contracts, RFPs, and project execution for capital and infrastructure improvements.
• Ensure compliance with all regulatory agencies, including DOB, HPD, FDNY, DEP, and DOHMH, taking immediate action on violations.
• Maintain property documentation including inspections, permits, and contracts through Site-Compli.
• Promote sustainability, energy efficiency, and life-safety initiatives in collaboration with internal and external partners.
• Supervise and develop onsite staff, including Resident Manager(s), Assistant Manager(s), and administrative personnel.
• Oversee hiring, onboarding, and ongoing training to maintain service excellence and operational consistency.
• Manage payroll, PTO, and scheduling processes through ADP within approved budgets.
• Facilitate staff reviews, development plans, and performance improvement initiatives.
• Collaborate with HR and legal counsel on labor relations, union matters, and compliance issues.
• Conduct regular team meetings and promote a culture of accountability, professionalism, and respect.

Resident Experience & Hospitality

• Champion AKAM’s hospitality-first service culture by ensuring the staff consistently deliver elevated, white-glove service.
• Oversee the appearance, upkeep, and functionality of resident amenities including fitness centers, lounges, and communal spaces.
• Utilize BuildingLink to enhance communication, track service requests, and improve resident engagement.
• Create proactive communication strategies to keep residents informed of building updates, projects, and community events.
• Support community-building initiatives that promote resident satisfaction and property reputation.
• Maintain full compliance with the property’s governing documents, insurance requirements, and applicable city/state regulations.
• Coordinate with AKAM’s Compliance and Risk Management departments for all filings, renewals, and audits.
• Track violations and regulatory deadlines via Site-Compli, ensuring prompt resolution and documentation.
• Ensure insurance certificates, vendor COIs, and contracts are current and properly filed.
• Attend hearings, arbitrations, or agency inspections as required.

Software & Systems Proficiency

The General Manager is expected to be proficient or develop fluency in the following platforms to effectively manage operations and communication:

• Yardi – Financial reporting, budget tracking, and AP/AR management.
• AvidXchange – Accounts payable processing and vendor payment tracking.
• BuildingLink – Resident communication, maintenance tracking, and amenity scheduling.
• Site-Compli – Compliance management and violation tracking.
• FreshService – Internal service requests and support ticketing.
• DocuSign – Digital document workflow and signature management.
• ADP – Workforce management, payroll, and timekeeping.
• Monday.com – Project coordination and workflow tracking.
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) – Communication, reporting, and data analysis.

Professional Standards

• Represent AKAM and the property with professionalism, integrity, and polished appearance.
• Stay informed on industry best practices, local regulations, and building management innovations.
• Uphold AKAM’s mission of excellence, transparency, and hospitality-driven service.

Qualifications

• Bachelor’s Degree in Business Administration or related fields preferred.
• Minimum 5–7 years of experience managing luxury residential or mixed-use buildings.
• 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.
• Ability to manage multiple priorities in a fast‑paced, high‑expectation environment.