Administrative Assistant/bookkeeper

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 Our benefits include healthcare, dental and vision options, paid time off and paid holidays.

Position Overview

The Administrative Assistant is a key support role responsible for providing administrative and customer service support to the Community 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.

Key Responsibilities

Administrative Support:

• Assist the Community Manager in daily operations, including scheduling, organizing files, and managing correspondence.
• Assist with preparing PowerPoint presentations, excel spreadsheets, agendas, meeting minutes, and reports for HOA board meetings.
• Maintain accurate homeowner records, ensuring confidentiality and compliance with regulations.

Homeowner Communication:

• Respond to homeowner inquiries via phone, email, and in person in a timely and professional manner.
• Distribute newsletters, notices, and other communications to the community as directed by the Community Manager.

Recordkeeping and Reporting:

• Manage and update HOA records, including accounts payables, accounts receivables, lease and resale applications, violation logs, and assessment payments.
• Generate monthly reports on community operations, homeowner interactions, and compliance activities.

Event and Project Coordination:

• Assist with the planning and coordination of community events, such as annual meetings or social gatherings.
• Support special projects, including vendor coordination and contract management, as needed.

Policy Enforcement Assistance:

• Process and track lease and re-sale applications, ensuring proper documentation and compliance with HOA guidelines.
• Assist the Violations Coordinator by organizing violation notices, follow-ups, and homeowner responses.

Office Management:

• Maintain office supplies and equipment, ensuring the office is organized and operates efficiently.
• Handle incoming mail, deliveries, and other administrative tasks as required.

Qualifications

• High school diploma or equivalent required; an associate degree or higher in a related field is preferred.
• Minimum of 1-2 years of experience in administrative support, property management, or HOA operations.
• Customer service experience is highly valued.
• Bilingual (English & Spanish) — fluent in both written and spoken communication.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and HOA management software (or ability to learn).
• Ability to handle confidential information with professionalism.
• Experience in property management or condominium operations preferred.
• Proficiency with BuildingLink, QuickBooks, Excel, and Outlook (or similar office software).

Our Benefits:

401(k) matching

Dental insurance

Employee assistance program

Flexible spending account

Health insurance

Life insurance

Paid time off

Referral program

Retirement plan

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.