Administrative Manager

Job Summary: 

The Administrative Manager oversees the day-to-day operation of the Property Management Office including Yardi data entry and administrative oversight for the Atlanta Portfolio. 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:

Accounting and Reporting:

• 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, and late letters, match up statements with backup 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.

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.
• Assists managers in compiling annual budget information and reports for distribution to others.
• Performs initial coding of all A/P invoices for online 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 with 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 in managing & scheduling all special events & filming projects in the building.
• Update & maintain building website(s).

Insurance:

• Oversees the maintenance of insurance files for coverage required by customers, tenants, and vendors.
• Responsible for overseeing the preparation of notification letters to customers, tenants, and vendors thirty days before the expiration of the insurance certificate.
• Coordinates with the property managers to prepare required loss prevention reports.

Tenant Relations:

• Develop and maintain positive tenant relations by creating and sustaining goodwill and by providing consistently responsive quality service.
• Schedules and coordinates all new tenant orientations.
• Coordinates tenant participation in the recycling program.
• Schedules all Tenant Events & Tenant giveaways. 

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 3 years administrative/office manager experience is required.
• Commercial Real Estate Experience required.
• During employment, the incumbent will be required to maintain a current Georgia Notary Public Commission.
• 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; be detail-oriented and well-organized; and have the ability to manage time and multiple projects efficiently and achieve the required results.
• Must possess a professional demeanor and discreetly 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. Specific vision abilities required by this job include color vision.
• 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.

Cousins Properties is an equal-opportunity employer.