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Office Administrator

2 months ago

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

About Cousins Employees LLC

Cousins Employees LLC is a leading provider of commercial real estate services, with a focus on delivering exceptional results for our clients. Our team is dedicated to providing top-notch support to our tenants, contractors, and visitors, and we are seeking a highly skilled and organized Administrative Manager to join our team.

Job Summary:

The Administrative Manager will be responsible for overseeing the day-to-day operations of our property management office, including Yardi data entry and administrative oversight for our assigned properties. This role requires strong customer service and organizational skills, as well as the ability to work effectively with all levels of employees, both internally and externally.

Key Responsibilities:

  • Accounting and Reporting:
    • Prepare and submit direct bill invoices for statements, including printing invoices, matching work orders, and preparing invoices.
  • Administrative Duties:
    • Oversee all aspects of the day-to-day operation of the Property Management Office, including phone coverage and workload distribution for other administrative personnel.
    • Assist other administrative staff in phone coverage for the management office and maintenance/security department, ensuring phones are answered in a friendly and professional manner.
    • Assist with vendor service contract bids, contract preparation, and administration as needed.
    • Maintain equipment inventory tracking and reporting.
    • Maintain property management calendar.
    • Maintain customer and administrative filing system and ensure all documents are properly and promptly filed.
    • Coordinate with security to provide building access for contractors and vendors.
    • Assist in the preparation of all CuzWay supplements and ensure deadlines are met.
    • Offer IT assistance for building staff when there are software or equipment issues.
    • Order kitchen, office, and engineering supplies as needed.
    • Create all mail merge letters, escalation letters, elevator entrapment letters, etc.
    • Maintain Disaster Preparedness Manual.
    • Maintain all policies and procedures manuals for Ownership.
    • Assist with parking and leasing issues when customers have questions.
    • Schedule and coordinate customer evacuation warden training and evacuation drills.
    • Assist in coordinating all special events and filming projects in the building.
    • Update and maintain building website(s).
    • Assist in coordinating all tenant security access cards for the building, garage, and fitness center.
    • Maintain 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.
    • Schedule and coordinate all new customer orientations.
    • Coordinate customer participation in the recycling program.
    • Schedule all customer events and 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.

Requirements:

  • 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.
  • Excellent communication skills, with the ability to work well with others and interact positively with customers.
  • Detail-oriented and well-organized, with the ability to manage time and multiple projects efficiently and achieve the required results.
  • Professional demeanor and confidentiality in handling issues.
  • Ability to work well in a team environment.
  • Proven writing and verbal communication skills, with strong grammatical and practical use of the English language.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Physical demands may vary, with occasional sitting, stooping, kneeling, and crouching, and the ability to lift up to 20 pounds.
  • Responsiveness, integrity, customer service, and communication skills are essential for this role.