Assistant Management Executive (Westchester)

Position Summary:

The Assistant Management Executive (AME) supports the Management Executive (ME) in the day-to-day administration and operations of a portfolio of cooperative and condominium communities. This role provides essential assistance in ensuring exceptional service delivery to Boards, residents, and vendors, while maintaining compliance with governing documents, company policies, and applicable city, state, and federal regulations. The Assistant Management Executive position serves as a foundational role for learning the business of cooperative and condominium property management. This role contributes to the smooth operation of each property while gaining hands-on experience with AKAM’s premium service philosophy, operational standards, and internal management systems.

Reports to: Management Executive – Portfolio

Location:

FLSA Status: Exempt

Key Responsibilities:

· The Assistant Management Executive (AME) will be assigned approximately twelve properties for which they will serve as the AME.

· Support Executives with property-level administration, resident communication, and task coordination.

· Respond to resident inquiries in a timely, polite, and service focused manner within 24 hours.

· Assist the board, Resident Manager and ME with vendor coordination and communication as needed.

· Responsible for maintaining accurate and current trackers as required by boards for property features, memberships, access controls and (arrears, bike rooms, storage trackers, etc.) for Board Meeting packets, and project updates.

· Assist in tracking service requests and maintenance tasks.

· Monthly arrears tracking and communication with shareholders/owners monthly.

· Support the Management Executive in the preparation of Board meeting materials by compiling reports, providing updates on arrears, alterations, and other operational tracking items. 

· Coordinate annual meetings with ME and board members, schedule all locations, participants and distribute as required, all notices, collect required documentation of attendance and assist to certify results.

· Attend board and annual meetings (as required), take meeting minutes, and follow up on action items.

· Maintain positive and professional relationships with board members, residents, and vendors.

· Serve as a liaison to ensure effective communication between management, building staff, and residents.

· Maintain organized records and digital files aligned with company protocols. Ensure all documents and relevant communications are preserved in an organized and clear manner in the building’s Sharepoint folder. Using standard nomenclature to name all files and folders.

· Draft resident correspondence and deliver by form of communication building uses.

· Work with Resident Manager on Application for new staff and coordinate with payroll onboarding.

· Process and track all alteration / decorating agreement submissions. Respond timely. Work with property engineer/architect to review and provide timely response within guidelines of alteration agreements, follow up and through on all agreements through completion of work, ensure al work is certified and all permits closed.

· Take initiative on assigned projects and follow up without being prompted.

· Additional tasks may be assigned based on learning objectives and building needs.

Software & Systems Proficiency:

The Assistant Management Executive is expected to become fluent in the following tools over time and use them to support daily activities:

· 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:

· Communicate clearly and within expected response times (24 hours).

· Demonstrate attention to detail, professionalism, and a willingness to learn.

· Maintain a positive, team-focused attitude.

· Represent AKAM’s service standards even in entry-level interactions.

· Be reliable, proactive, and open to feedback and mentorship.

· Minimum of 3 days a week in corporate office (pending on capacity).

Qualifications

· Minimum of 2 years college or Associate’s Degree.

· 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.