Onsite Property Admin & Resident Experience Coordinator

Akam Associates Inc.; City of Rochester (NY); On-site; USD 34,000 - 41,000; Full time

Job summary

Akam Associates Inc. is seeking an On-Site Administrative Assistant to support the property management team in New York, NY. The role focuses on ensuring smooth daily operations and serving as the primary contact for residents, vendors, and staff.

Responsibilities include answering phones, handling emails, data entry, and filing, while maintaining records in property management software. The position requires organization, reliability, and a professional demeanor in a fast-paced environment.

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.

Responsibilities

• Onsite at the property management office days per week.
• 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 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.

Skills

Communication skills

Organization

Multitasking

Confidentiality

Education

Associate’s degree preferred

Tools

Yardi

Fresh Service

SharePoint

Microsoft Outlook

Excel

Word

Monday.com

Avid

Site-Compli

Job description

Akam Associates Inc. is seeking an On-Site Administrative Assistant to support the property management team in New York, NY. The role focuses on ensuring smooth daily operations and serving as the primary contact for residents, vendors, and staff.

Responsibilities include answering phones, handling emails, data entry, and filing, while maintaining records in property management software. The position requires organization, reliability, and a professional demeanor in a fast-paced environment.