Administrative Assistant/Bilingual/Temporary/Property Management

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. Our core values include Innovation, Collaboration, Elevation, Accountability & Hospitality.

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 healthcare, dental and vision options, paid time off and paid holidays.

Position Overview: Administrative Assistant.

As a property management administrative assistant, you provide administrative support to a property manager. Your duties may involve handling a schedule, responding to correspondence, helping prepare reports, and completing various other tasks as necessary. The ideal candidate needs to be: Computer Savvy, Phone etiquette, Customer Service experience and assist Manager - Bilingual is a MUST.

Schedule: (Temporary): Full-Time: 9:00AM to 5:00PM Monday thru Friday.

Job Duties & Responsibilities

o Site specific expectations

o Review emails and phone messages

o Daily communication with department heads to discuss scheduled activity:

o Move in/out and deliveries.

o Work orders

o Water shut off and daily matters.

o Incident reports and Violations

o Inspections

o Assign new vehicle/bicycle decals (as applicable) based on information received.

o Update vehicle spreadsheet/property management software system, including unit number, parking space, decal number, and other pertinent details as applicable.

o Contact residents pending proper registration.

o Program access key fobs.

o Process checks for service elevator deliveries and move reservations.

o Communicate with vendors, contractors, and service providers as needed.

o Communicate with prospective buyers and tenants.

o Review and prepare sales and leasing applications for Board review.

o Address resident matters relating to accounting, special assessments, and account ledgers.

o Dispatch Security and Maintenance as applicable.

o Update the property management software system to reflect changes in residents’ details.

o Communicate with vendors when service is required.

o Amend documents as requested.

o Provide support to the Assistant Property Manager and the Property Manager as needed.

o Prepare keys for weekly pest control service.

o Orient new residents.

o Process emotional support animal registrations and update annually.

o Enforce rules as per the Violation Standard Operating Procedure.

o Performs such other duties as may be assigned by Management at its discretion from time to time.

Amount Of Supervision Required

The Administrative Assistant must be able to perform such duties with minimal supervision. Tasks are performed under the general direction of the Assistant Property Manager.

Knowledge, Skills & Abilities:

o Highly organized and able to prioritize and manage time efficiently.

o Must be able to handle stress in a fast-paced, deadline-driven environment.

o Excellent communication (written and verbal) and interpersonal skills.

o Detail oriented.

o Must be able to understand instructions and have the ability to learn new skills.

o Must have a pleasant demeanor and be service-oriented.

o Must consistently demonstrate the highest level of professionalism and attention.

o Customer-service and detail-oriented.

o Must be reliable, dependable, and act independently when performing his/her duties.

o Proficient in MS Office Suite, especially Outlook, Excel and Word, and in property management software.

Credentials And Experience

Associate degree preferred. At least five years of experience as a property management administrative assistant.

Physical Demands

The Administrative Assistant is required to sit and stand and occasionally may be required to reach, lift, bend, kneel, stoop, climb, push, and pull items weighing 20 pounds or less. The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures.

Work Environment

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

While performing the duties of this job, the employee regularly works inside but may be needed to walk outside on the property when requested by Management.

Schedule: (Temporary): Full-Time: 9:00AM to 5:00PM Monday thru Friday.