Assistant Management Executive- Westchester

About the Company: Founded in 1983, AKAM provides unparalleled knowledge, industry-leading technology, cost-saving initiatives, and the best customer service in the industry to every condominium, cooperative, homeowners association, and investment property we service. From comprehensive financial oversight to operations management, compliance administration, and violation removal, we maximize operational efficiency and value for our clients.

What we offer: AKAM is proud to be Great Place to Work-Certified™. Learn more about our company by visiting akam.com. Our benefits include several healthcare, dental and vision options, a retirement program, paid time off plans, 12 paid holidays per year, educational reimbursement, transportation discount purchase programs, service, and performance awards – in addition various social and recreational activities.

Position Summary

The Assistant Management Executive provides direct support to senior management executives overseeing a portfolio of residential properties, primarily cooperatives and condominiums, throughout Westchester County. This role is ideal for a highly organized, proactive professional who can manage multiple priorities, support portfolio operations, and ensure high levels of service to boards and residents.

Key Responsibilities

Portfolio Support

• Assist Management Executives in overseeing a portfolio of co-op and condominium properties
• Coordinate day-to-day operational needs across multiple buildings
• Track ongoing projects, inspections, and building initiatives

Board & Resident Coordination

• Support communication with co-op and condo boards
• Prepare board packages, meeting agendas, and supporting documents
• Respond to resident inquiries and escalate issues as needed
• Follow up on board decisions and action items

Financial & Administrative Support

• Assist with budget preparation and financial tracking
• Review invoices, code expenses, and coordinate approvals
• Help monitor operating expenses and flag variances
• Maintain financial and administrative records for each property

Operations & Vendor Coordination

• Coordinate service requests, maintenance schedules, and vendor access
• Assist with vendor management, including tracking contracts and insurance
• Follow up on work orders and ensure timely completion

Compliance & Documentation

• Maintain organized records for each property (leases, bylaws, reports, compliance filings)
• Assist with regulatory compliance and required inspections
• Ensure documentation is up to date and accessible

Team & Executive Support

• Provide administrative and operational support to multiple Management Executives
• Manage calendars, schedule meetings, and coordinate site visits
• Prepare reports, correspondence, and internal documentation

Qualifications

• 2–5+ years of administrative or property management experience
• Experience with co-ops and condominiums preferred
• Strong organizational and multitasking skills
• Basic financial knowledge (budgeting, invoices, expense tracking)
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office and property management systems

Key Traits

• Detail-oriented and highly organized
• Proactive and able to anticipate needs
• Strong follow-through and accountability
• Comfortable working in a fast-paced, multi-property environment
• Team player with a professional demeanor