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Office Coordinator

2 months ago

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

About Cousins Properties:

Cousins Properties, based in Atlanta, is a fully integrated and self-managed real estate investment trust (REIT) with a clear and effective strategy: a premier urban office portfolio in the Sun Belt, disciplined capital allocation, a robust balance sheet, and strong local operating platforms. Through its operating partnership, Cousins Properties LP, the company primarily invests in Class A office buildings situated in high-growth markets across the Sun Belt region. With a portfolio of 20 million square feet of trophy office space in cities such as Atlanta, Austin, Charlotte, Dallas, Nashville, Tampa, and Phoenix, Cousins Properties (NYSE: CUZ) is committed to excellence in real estate.

Position Summary:

The Office Coordinator plays a vital role in providing support to building tenants, contractors, managers, and visitors on a daily basis. This position demands exceptional customer service and organizational capabilities. Key responsibilities include managing incoming and outgoing calls, maintaining calendars, scheduling appointments, coordinating meetings and events, producing documents, following up with tenants and vendors, filing, and completing various projects with minimal oversight.

Key Responsibilities:

  • Administrative Duties:
    • Process invoices daily using Yardi and ensure accurate accounting codes are applied.
    • Assist in managing tenant security access cards for various facilities.
    • Update stacking plans, gross sales reports, and monthly report cover sheets.
    • Support the property manager in executing the Cousins Way Property Management Manual.
    • Maintain the Property Management calendar.
    • Perform clerical tasks for staff as required.
    • Help keep the building website updated with current information.
    • Organize and maintain tenant and administrative filing systems.
    • Assist security in providing access for contractors.
    • Maintain the contractor/vendor list.
    • Prepare inspection reports, status reports, tracking reports, correspondence, and files.
    • Handle incoming service requests and dispatch them to the appropriate personnel.
    • Retrieve, open, date-stamp, and distribute all incoming mail. Assist with leasing tours.
    • Support the planning and execution of tenant events.
  • Accounting and Reporting:
    • Assist in preparing and distributing monthly and quarterly reports.
    • Input data into operating and capital budgets.
  • Insurance Management:
    • Maintain insurance files for tenant and vendor coverage requirements.
    • Send notification letters to tenants and vendors thirty days after insurance certificate expiration.
    • Coordinate with the Property Manager to prepare necessary loss prevention reports.
  • Engineering Support:
    • Assist with filing and Cuzway reporting.
    • Help schedule and assign work orders.
    • Input Energy Star information into records.
    • Collect utility bill back information and input it into records.
    • Assist with orders as needed.
  • Tenant Relations:
    • Foster positive tenant relations by providing responsive and quality service.
    • Coordinate tenant move-ins and move-outs.
    • Assist in planning and implementing periodic tenant events.
    • Maintain the tenant information manual to ensure accuracy.
    • Coordinate the production of tenant signs, keys, and directory information.
    • Encourage tenant participation in recycling programs.
    • Prepare and maintain a tenant contact list.

Qualifications:

  • Minimum of three (3) years of administrative experience required.
  • High school diploma is mandatory.
  • Real estate experience is preferred.
  • Strong interpersonal skills with the ability to communicate effectively at all levels.
  • Ability to manage time and multiple projects efficiently.
  • Excellent customer service skills are essential.
  • Detail-oriented and well-organized.
  • Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
  • High proficiency in written and spoken English is required.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Physical demands may vary; occasional lifting of up to 20 pounds may be required.

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 practices based on race, color, religion, creed, sex, national origin, physical or mental disability, veteran status, age, genetic information, or any other protected characteristic.