Administrative Assistant

Position Overview: The Administrative Assistant associate is a key support role responsible for providing administrative and customer service support to the Property Manager and Board of Directors. This position involves managing day-to-day office operations, coordinating communication with homeowners, and assisting with the implementation of community policies and procedures. The ideal candidate will demonstrate exceptional organizational skills, professionalism, and a commitment to excellent customer service. This is a fulltime position working Monday through Friday from 8:00am to 5:00pm.

Key Responsibilities:

Front Desk Support:

• Greet and assist residents, guests, and vendors with inquiries.
• Answer and direct phone calls, emails, and other communications.
• Manage appointment scheduling for residents and building services.
• Receives/Reviews contractor's packages to ensure that all necessary information is attached, i.e.: COI’s, permits, payments etc. 
• Oversees contractors as they arrive, throughout the day, & as they depart to ensure common areas are protected and clean prior to commencing and at the end of each workday. Spot checks units as needed to ensure that contractors are performing, and adhering to, work as outlined in the approved contractor's package.
• Provides assistance if needed at the front desk or in the package room.

Administrative Duties:

• Maintain and update resident records, visitor logs, and other essential documents.
• Assist with the preparation of reports, correspondence, and other communications.
• Handle incoming and outgoing mail, packages, and deliveries.
• Runs Deggie reports on Mondays and as needed.
• Schedules deliveries, contractors and move ins/outs.
• Prepares written weekly & monthly management reports for manager completion by noon on Fridays.
• Prepares monthly community newsletter
• Prepares and distributes warning letters and violation notices to residents who are in noncompliance with association rules & regs.

Resident Services:

• Address resident requests and concerns in a professional and timely manner.
• Coordinate with maintenance and management teams for service requests and follow-ups.
• Assist with the organization of community events, meetings, and activities.
• Updates resident information as needed in GRID and Millennium.
• Responsible for preparation of work orders and follow up between Maintenance Department and residents to ensure work orders are performed timely and all completed work orders are closed out.
• Coordinates and documents all elevator reservations with the applicable teams (master) and the resident (renter or owner)

Office Management:

• Order and manage office supplies, ensuring the front desk area remains well-organized.
• Assist with filing, data entry, and other clerical tasks as needed.
• Support management with special projects and tasks as required.
• Provides support to manager with accounts receivables and accounts payables. Gathers new vendor information and W9 for invoice processing. Codes invoices daily for manager approval Friday mornings. 
• Coordinates preparation of Board Meetings (sets up room: speaker, recorder and TV for Zoom call). Attends Board of Directors meetings, Annual meetings, Committee meetings and Staff meetings; prepares minutes. 
• Assists with preparation of electronic voting set up.

Qualifications:

• Professional, friendly demeanor; strong interpersonal and customer service skills are a MUST!
• High school diploma or equivalent; Associate’s degree preferred.
• Experience in an administrative role, ideally within property management or a residential setting.
• Strong verbal and written communication skills.
• Proficient in MS Office Suite (Word, Excel, Outlook) and property management software (e.g., Yardi, Building Link, Avid or similar).
• Excellent organizational skills and attention to detail.
• Ability to handle multiple tasks and prioritize effectively.
• Bilingual in Spanish preferred

Benefits 

• Medical, dental, and vision insurance
• 401K Matching Program after 90 days
• 10 Paid Holidays 
• 17 PTO Days

AKAM is committed to maintaining a diverse workforce and an inclusive work environment. AKAM is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. All qualified applicants are encouraged to apply and will be considered for employment without regard for any characteristic protected by applicable law.