Administrator jobs at Jacobs Enterprises - 456 jobs

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-CertifiedTM. 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, 11 paid holidays per year, educational reimbursement, transportation discount purchase programs, service, and performance awards - in addition various social and recreational activities. Position Overview: The On-Site Resident Services Administrator ("RSA") works on-site at Parc Vendome and assists and supports the On-Site General Manager ("GM") with the day-to-day operations of the building to ensure and enhance the operational, mechanical, aesthetic, and financial functioning of the property. The RSA maintains clear, professional communication with the Board of Managers, Owners, and Residents, and works closely with the GM on building operations, regulatory compliance, financial coordination, and project management. The RSA represents AKAM in a positive, professional, and service-oriented manner at all times. Responsibilities include, but not limited to: Building Responsibilities Assist the Onsite GM with reported building incidents, emergencies, and violations. Communicate and document all reported incidents, emergencies, and violations in a timely and professional manner. Assist in obtaining proposals and bids for designated capital improvement and maintenance projects. Adhere to AKAM's competitive bidding procedures and assist with contract negotiations, purchasing, and contract administration. Customer Service Warmly and promptly greet all owners, residents, Resident Manager, building staff, vendors, and members of the Board of Managers. Answer phone calls promptly and professionally; return missed calls in a timely manner. Assess resident requests and concerns, resolving when possible or escalating to the appropriate party. Maintain strong knowledge of building policies, procedures, and house rules. Be available for meetings with Board Members and Residents to address quality-of-life issues, complaints, suggestions, and concerns. Implement hospitality and resident experience best practices. Administrative & Systems Responsibilities BuildingLink Oversight Serve as the primary administrator and day-to-day manager of BuildingLink as the central operational platform for Parc Vendome. Support and help implement a full transition to BuildingLink as the single system of record for work orders, staff assignments, maintenance logs, resident communications, task approvals, and chargebacks. Assist the GM in coordinating workflow configuration, staff training, and phased implementation (including periods of dual tracking, as needed) to ensure accuracy and adoption. Maintain and manage all core BuildingLink modules, including resident and unit data, vendors, alterations, amenities, move-ins/move-outs, maintenance tickets, and building reference materials. Capture, organize, and maintain building policies, procedures, rules, and operational documentation within BuildingLink to support consistency, accountability, and long-term institutional knowledge. Monitor, track, and follow up on maintenance tickets to ensure timely response and resolution in coordination with the Resident Manager, building staff, vendors, the AME, and the GM. Financial Workflow & Controls (via BuildingLink) Support a streamlined financial check-and-balance workflow by ensuring BuildingLink work orders align with vendor invoices, approvals, and chargebacks. Assist in maintaining consistency in invoice submission, review, and payment tracking by tying expenditures to originating BuildingLink work orders. Help produce monthly operational and financial summaries that reflect actual building activity and support transparency and oversight. Reporting & Board Support Generate and analyze BuildingLink-based operational reports to identify trends, recurring issues, and service-level performance. Assist the GM with preparation of modernized Board and committee reporting, using data sourced from BuildingLink and related financial workflows. Support consistent, fact-based reporting formats that highlight issues, progress, and timelines and reduce administrative burden over time. SiteCompli Oversight Monitor and manage SiteCompli to ensure compliance with NYC Department of Buildings, FDNY, and other regulatory agencies. Track violations, inspections, filing deadlines, and corrective actions. Coordinate with the GM, Resident Manager, vendors, and professionals to ensure timely resolution of compliance matters. Assist in maintaining accurate compliance documentation and records. General Administrative Duties Attend Monthly Board Meetings, Annual Meetings, and Special Meetings as required; prepare reports and other documentation as required. Attend court appearances, hearings, arbitrations, and NYC code enforcement hearings when required. Coordinate unit alterations, including review, tracking, and communication of all required documentation (permits, insurance, deposits, etc.). Facilitate communication between Owners, the Board, and professionals to ensure alterations comply with building rules and are completed efficiently. Assist the Resident Manager with inspections of ongoing alterations. Coordinate resident move-ins and move-outs, including COIs, deposits, walkthroughs, and damage assessments. Schedule and manage amenity reservations; track usage and revenue and provide monthly reporting. Organize resident events in accordance with Board-approved criteria and budgets. Coordinate annual resident compliance requirements (including window guards, stove knob covers, and detectors). Assist the Resident Manager with water shutdown coordination and resident communications. Coordinate vendor payments through Avid, handle payment inquiries, and maintain updated maintenance contracts and COIs. Cover AME duties when necessary. Complete special projects and other reasonable duties as assigned. Professional Standards Represent AKAM and Parc Vendome in a consistently professional and positive manner. Maintain professional attire, grooming, and conduct at all times. Demonstrate working knowledge of AKAM policies, systems, and internal procedures. Qualifications: Education: High school diploma or equivalent required; Associate's or Bachelor's degree in Business, Hospitality, Property Management, or related field preferred. Experience: Minimum 2-4 years of experience in property management, condominium/co-op operations, or related customer service role. Hands-on experience with BuildingLink, including work order management, reporting, and administrative configuration. Experience with SiteCompli or similar regulatory compliance platforms preferred. Prior exposure to financial workflows, invoice tracking, or operational reporting is a strong plus. Skills & Competencies: Excellent verbal and written communication, with strong customer service orientation. Highly organized, detail-oriented, and able to manage multiple priorities. Comfortable with technology, including property management software, Microsoft Office Suite, and other operational systems. Ability to work independently and collaboratively with staff, vendors, residents, and the Board. Professional demeanor, discretion, and the ability to represent AKAM and Parc Vendome positively at all times. Licenses / Certifications: NYC Real Estate license or equivalent property management certification is a plus but not required. OSHA or other safety training certifications are advantageous. Candidate Snapshot: Parc Vendome is seeking a highly organized, tech-savvy, and proactive Resident Services Administrator to join our team. The ideal candidate thrives in a dynamic, fast-paced residential environment, balancing operational responsibilities with exceptional customer service. They are detail-oriented, reliable, and comfortable managing work orders, vendor coordination, resident communications, and compliance tracking through platforms like BuildingLink and SiteCompli. With a professional demeanor, excellent communication skills, and a solution-focused mindset, this individual will support both day-to-day operations and strategic initiatives, including system transitions, financial workflows, and Board reporting. Benefits: 401(k) Retirement Plan Matching Health Insurance Dental insurance Vision Insurance Ancillary Benefits Health Savings Account Flexible Spending Account Life Insurance Paid Time Off Company Events Employee Assistance Program Employee Referral Program Employee Engagement Committee AKAM Living Services, Inc., 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.