Position Summary: The Management Executive is a seasoned property management professional responsible for the oversight of a portfolio of high-profile and complex condominiums and cooperatives. The Management Executive helps to ensure operational excellence, elevated service standards, and trusted relationships with clients and internal teams. While standard SOPs are expected to be followed, the Management Executive must be adaptable and flexible to accommodate the unique needs of each building. In addition, this role serves as a mentor and resource for Assistant Management Executives.
Key Responsibilities:- Oversee the management of a portfolio of complex condo/co-op buildings with a focus on premium service and strategic operations.
- Manage and support Assistant Management Executives, supporting their professional development and helping to enhance performance.
- Complete annual evaluation for AME and review responses.
- Act as lead advisor to Boards and partner with AKAM Compliance Department, offering insights on governance, budget planning, capital improvements, and regulatory compliance (region specific).
- Recommend qualified professionals and vendors as needed to support the general maintenance and long-term health of the buildings.
- Support and facilitate the execution of capital projects, vendor management, and contractor oversight from soliciting bids, contract negotiations, on-site coordination as needed and financial oversight. As required by the Management Contract, engage PMG as needed and approved by the Board.
- Prepare board package and presentation for and attend Board meetings, annual shareholder or unit owner meetings, Town Halls, and legal proceedings as needed by the Board. Prepare and distribute monthly management reports, Board meeting packages, and all supporting documentation to ensure timely and accurate Board communications. Send Board packet out to board at least 3 business days before the meeting.
- Partner with Finance, Compliance, Operations, Closings, and other internal teams as needed, to ensure building needs are supported.
- Provide support with yearly building insurance renewal. Work with Brokers to provide any necessary information. Ensure all property policies for insurance are current and interface with Risk management team to ensure prompt renewals. Review contracts with vendors, the board, and association's attorneys and determine level of COI review required. Ensure all contracts and policies meet property and AKAM standards.
- Develop operating and capital expense budgets in conjunction with the Financial Analyst.
- Manage property operations in accordance with the approved annual budgets.
- Review monthly financial reports such as bill proofs for monthly statements, monthly management report, and arrears. Responsible for ensuring that all financial reports are accurate, variances are addressed and explained, and all charges are implemented timely.
- Responsible for all charges and payments via Yardi/Avid. Ensure all charges and invoices are reviewed and confirmed to be correct. Approve per limits timely.
- Resolve escalated resident and Board concerns with professionalism and discretion. Respond or ensure response within 24 hours to emails and provide follow-up emails within next 24 hours until resolution is achieved.
- Submit Weekly Action List to Board and internal AKAM reporting by specified deadline.
- Conduct building inspections every week and follow through on maintenance, staffing concerns, service, and compliance items as well as maintaining the building's curb appeal. Ensure that resident managers on updated on all observed deficiencies and issues. Maintain a written list for staff regarding actionable items, repairs, projects.
- Reinforce AKAM's service culture through hands-on leadership and strategic engagement.
- Serve as a resource for internal process improvements and client retention strategies.
- Respond and address all emergency calls in a timely manner, including after-hours.
- Host monthly team meetings for onsite teams and corporate associates.
- Oversight of Resident Manager / Super and building staff. Responsible for oversite and supervision of resident manager, super and staff at property including training, procedures, enacting best practices, disciplinary actions, regularly occurring meetings, and ensuring highest quality of service. Ensure board is aware of all issues with staff. Interact with union, if applicable, on behalf of property.
- Host staff meetings at least bi-annually with onsite staff.
- Additional responsibilities may be assigned based on team or portfolio needs.
Software & Systems Proficiency: The Management Executive is expected to be proficient or actively develop fluency in the following platforms to support operations and client service as needed:
- Yardi - financial reporting, budgets, and AP/AR tracking
- FreshService - internal service and support ticketing
- DocuSign - digital signature and document workflows
- Microsoft Outlook, Excel, Word - communication, analysis, and reporting
- ADP - workforce management (as applicable)
- BuildingLink - resident communications and service management for maintenance requests.
- Monday.com - project coordination and workflow tracking
- AvidXchange - accounts payable system
- Site-Compli - compliance and violation tracker
- Additional softwares and programs implemented by AKAM or property.
Expectations:- Demonstrate mastery of condo/co-op operations, including governance, compliance, and fiscal management, leveraging internal resources and external partnerships to meet both short- and long-term objectives.
- Provide strategic oversight and reliable execution.
- Lead by example, setting high standards for service delivery, professionalism, and accountability.
- Anticipate and resolve issues proactively, serving as a trusted problem-solver for Boards, residents, and staff.
- Critical thinking with the ability to understand the big picture needs of both the buildings and AKAM.
- Demonstrate a proactive approach to your role and its responsibilities.
- Effective verbal and written communication.
- Ability to work in a fast-paced environment.
- Expected to be in corporate office (pending on capacity).
- Strong organizational and time management skills.
Qualifications- Bachelor's Degree in Business Administration or related fields preferred.
- 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.
- Ability to manage multiple priorities in a fast-paced, high-expectation environment.
