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Administrative Manager

2 months ago

Dallas, United States Cousins Employees LLC Full time
Job DescriptionJob Description

The Administrative Manager is a front-line position that assists building tenants, contractors, managers, and visitors daily and requires customer service and organizational skills. This role oversees the day-to-day operation of the property management office including Yardi data entry and administrative oversight for the assigned properties. 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.

Description of Responsibilities:

This position is on-site in Dallas, TX.

Accounting and Reporting:

  • Write up direct bill invoices for statements (print invoices, match up work orders, prepare invoices).

Administrative Duties:

  • 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 the 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 ensure all documents are properly and promptly filed.
  • Coordinates with security to provide building access for contractors and vendors.
  • Assists in the preparation of all CuzWay supplements and ensures deadlines are met.
  • 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.
  • Assists Manage & schedule all special events & filming projects in the building.
  • Update & maintain building website(s).
  • Assists in coordinating all tenant security access cards for the building, garage, and fitness center.
  • Maintains contractor/vendor list.
  • Retrieve, open, date-stamp, and distribute all incoming mail.
  • Coordinate and assist with leasing tours.

Insurance:

  • Oversee the maintenance of insurance files for coverage required by customers, tenants, and vendors.
  • Responsible for overseeing the preparation of notification letters to customers and vendors thirty days after the expiration of the insurance certificate.

Customer Relations:

  • Develop and maintain positive customer relations by creating and sustaining goodwill 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.
  • Coordinate and assist with tenant move-ins, move-outs, and lease summaries.
  • Coordinate production of tenant signs, keys, and directory information.
  • Prepare and maintain tenant contact list.

The above statements are intended only to describe the general nature of the job and should not be construed as an all-inclusive list of position responsibilities.

Required Knowledge, Skills, and Abilities:

  • A high school diploma and a valid driver’s license are required; Bachelor’s degree in Business Administration is preferred.
  • A minimum of 2 years administrative/office manager experience is required.
  • Commercial Real Estate experience is preferred.
  • Proficient use of Microsoft Office 365 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 confidentially handle issues.
  • 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.
  • Physical Demands may vary. The individual is occasionally required to sit, stoop, kneel, and crouch. The individual may need to lift up to 20 pounds.
  • 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 to open channels of communication; listen to understand the perspective of others.
  • Punctuality – Front desk hours for the office are 8:00 am-5:00 pm Monday through Friday and must be strictly adhered to due to the nature of this role.

Cousins is an equal opportunity employer where employment decisions are based on merit, qualifications, and aptitude. The Company does not discriminate in employment opportunities or employment practices on the basis of race, color, religion, creed, sex (including gender, pregnancy, sexual orientation, and gender identity), national origin or ancestry, physical or mental disability, veteran status, age, genetic information, or any other class or characteristic protected by federal, state, or local law.