Building Operations Assistant

2 months ago

Atlanta, Georgia, United States Cousins Employees LLC Full time
Job Summary

Cousins Employees LLC is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As a key member of our operations team, you will be responsible for providing exceptional customer service to our tenants, contractors, and visitors.

Key Responsibilities
  • Administration:
    • Process invoices and identify correct accounting codes.
    • Coordinate tenant security access cards and updates.
    • Update stacking plans, gross sales reports, and monthly report cover sheets.
    • Assist in implementing the Cousins Way Property Management Manual.
    • Maintain Property Management calendar and perform clerical tasks as needed.
    • Help maintain building website and keep information up to date.
    • Maintain tenant and administrative filing system.
    • Assist security with building access for contractors.
    • Maintain contractor/vendor list.
    • Prepare building inspection reports, status reports, tracking reports, correspondence, and files.
    • Assist with incoming service requests and dispatch to appropriate personnel.
    • Retrieve, open, date-stamp, and distribute incoming mail.
  • Accounting and Reporting:
    • Assist with preparation and distribution of monthly and quarterly reports.
    • Responsible for input of data in operating and capital budgets.
  • Insurance:
    • Maintain insurance files for coverage required by tenants and vendors.
    • Responsible for notification letters to tenants and vendors thirty days after expiration of insurance certificate.
    • Coordinates with the Property Manager to prepare required loss prevention reports.
  • Engineering:
    • Assist with filing and Cuzway reporting.
    • Assist with scheduling and assigning work orders.
    • Input Energy Star information in records.
    • Collect utility bill back info and input in records.
    • Assist with orders as needed.
  • Tenant Relations:
    • Develop and maintain positive tenant relations by creating and sustaining good will and by providing consistently responsive quality service.
    • Coordinate and assist with tenant move-ins and move-outs.
    • Coordinate and assist with planning and implementation of periodic tenant events.
    • Assist in maintaining the tenant information manual and assures that information is current and correct.
    • Coordinate production of tenant signs, keys, and directory information.
    • Coordinate tenant participation in the recycling program.
    • Prepare and maintain a tenant contact list.
Requirements
  • Minimum of three (3) years administrative experience is required.
  • High school diploma is required.
  • Real estate experience is preferred.
  • Must possess strong interpersonal skills and an ability to work and communicate effectively with all levels of operations.
  • Must have the ability to manage time and multiple projects efficiently and achieve required results.
  • Must possess excellent customer service skills.
  • Must be detail-oriented and well-organized.
  • Proficient with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
  • High proficiency in written and spoken English is required.
  • Must be able to define problems, collect data, establish facts, and draw valid conclusions.

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