Administrative Manager

COUSINS EMPLOYEES LLC•Atlanta, GA

3d•Onsite

About The Position

The Administrative Manager oversees the day-to-day operation of the Property Management Office including Yardi data entry and administrative oversight for the property. This role requires competency and confidence in interactions will all levels of employees both internally and externally. This position is responsible for managing calendars, setting appointments, planning events, producing documents, and completing projects with minimal supervision along with a high level of attention to detail. Strong customer service skills, excellent typing skills and strong organizational skills are required. This role requires familiarity with office leases and the ability to extract necessary information.

Requirements

A high school diploma or GED equivalent is required.
A minimum of 3 years administrative/office manager experience is required
Commercial Real Estate Experience required
Proficient use of Microsoft Office computer application programs is required
To perform this job successfully, the incumbent must work well with others and interact positively with customers.
The incumbent must possess excellent communication skills; must be detail-oriented and well organized; and must have the ability to manage time and multiple projects efficiently and achieve the required results
Must possess a professional demeanor and handle issues in a confidential manner.
Must be able to work well in a team environment
Proven writing and verbal communication skills.
Strong grammatical and practical use of the English language
The incumbent must be able to define problems, collect data, establish facts, and draw valid conclusions
Responsiveness – Need to perform responsibilities with an acute sense of urgency to meet the needs of others; respond to solve problems; willing to accept a variety of tasks associated with this position and be flexible
Integrity - Demonstrate sound business ethics; consistently comply with organizational values; protect confidential information
Customer Service – Demonstrate optimum customer service delivery while performing all job functions
Communication - Able to clearly express ideas; present verbal information in a straightforward manner; ask questions in order to open channels of communication; listen to understand perspective of others

Nice To Haves

A Bachelor’s degree is preferred.

Responsibilities

Write up direct bill invoices for statements (print invoices, match up work orders, prepare invoices)
Statement assemblies (create charges in Yardi, compile or calculate above standard charges, make copies of rebills, late letters, match up statements with back up by building, and scan for emailing out to customers)
Prepare accruals for managed Service Provider accounts & reconcile customer bill back accounts at the end of each month
Prepare reforecast Budget manager in charge of entering numbers & making updates & preparing reports through the entire budget process
Responsible for all aspects of the day-to-day operation of the Property Management Office including phone coverage and workload distribution for other administrative personnel
Assists other administrative staff in phone coverage for management office and maintenance/security department.
Ensures phones are answered in a friendly, professional manner, taking messages or forwarding calls as necessary but answering requests directly whenever possible
Assists with vendor service contract bids, contract preparation and administration as needed
Maintains equipment inventory tracking and reporting
Maintain property management calendar
Maintain customer and administrative filing system and ensures all documents are properly and promptly filed
Coordinates with security to provide building access for contractors and vendors
Assists in preparation of all CuzWay supplements and ensures deadlines are met
Assists managers in compiling annual budget information and reports for distribution to others
Performs initial coding of all A/P invoices for on-line system and Yardi approval
Assists in preparing all RFI’s and RFP’s
Risk Management report preparation (slip and fall reports)
Offer IT assistance for building staff when there are software or equipment issues
Ordering Kitchen, Office, and Engineering supplies as needed
Creates all mail merge letters, escalation letters, elevator entrapment letters, etc.
Maintains Disaster Preparedness Manual
Maintains all policies and procedures manuals for Ownership
Assists with parking and leasing issues when customers have questions
Schedules & coordinates customer evacuation warden training & evacuation drill
Maintains training records for AED machines & associated training
Assists Manage & schedule all special events & filming projects in the building
Update & maintain building website(s)
Oversee the maintenance of insurance files for coverage’s required by customers, tenants, and vendors
Responsible for overseeing preparation of notification letters to customers and vendors thirty days before expiration of insurance certificate
Coordinates with the property managers to prepare required loss prevention reports
Develop and maintains positive customer relations by creating and sustaining good will and by providing consistently responsive quality service
Schedules and coordinates all new customer orientations
Coordinates customer participation in the recycling program
Schedules all customer events & customer giveaways