Job Summary:

This is a front line position who assists building tenants, contractors and visitors daily. This individual must have strong customer service, organizational and attention to detail skills. Responsibilities include, but are not limited to, appropriately handling incoming and outgoing telephone calls, managing calendars, scheduling appointments, coordinating meetings and events, document production, tenant / vendor follow up, filing, completion of other projects with minimal supervision at a high level of attention to detail. Must be competent, confident and customer focused with all interactions with all levels internal and external to the Company.

Administration:

• Process invoices daily and submits for funding twice a month
• Coordinates all tenant security access cards for perimeter, garage, and fitness center
• Updates stacking plans, gross sales reports, and monthly report cover sheets
• Assist the property manager in implementing the Cousins Way Property Management Manual
• Coordinates ordering office supplies and repair/ordering of office equipment
• Maintain property management calendar
• Performs clerical tasks for staff as needed
• Maintain tenant and administrative filing system and assures all documents are properly filed
• Coordinates with security to provide building access for contractors
• Maintains the contractor/vendor list
• Prepares building inspection reports, status reports, tracking reports, correspondence and files
• Receive all incoming service requests and dispatch to appropriate personnel
• Retrieve, open, date-stamp and distribute all incoming mail

Accounting and Reporting:

• Assists with the preparation and distribution of monthly and quarterly reports
• Receives garage payments daily and updates monthly report
• Sells metro tickets and balances account every month
• Responsible for input of data in operating and capital budgets

Insurance:

• Maintains insurance files for coverages required by tenants and vendors
• Responsible for notification letters to tenants and vendors thirty days before expiration of insurance certificate
• Coordinates with the property manager to prepare required loss prevention reports

Tenant Relations:

• Develop and maintains positive tenant relations by creating and sustaining good will and by providing consistently responsive quality service
• Coordinates and assists with tenant move-ins and move-outs
• Coordinate and assists with planning and implementation of periodic tenant events
• Assists in maintaining the tenant information manual and assures that information is current and correct
• Coordinates production of tenant signs, keys and directory information
• Coordinates tenant participation in the recycling program
• Prepares and maintain a tenant contact list

Human Resource Administration:

• Maintain and distributes summary report listing employee time off

Required Knowledge, Skills and Abilities:

• Must work well with others and interact positively with customers
• Must possess good communication skills
• Detail-oriented and well organized
• Must have the ability to manage time and multiple projects efficiently and achieve the required results

Education and Experience:

• Minimum of three years' administrative experience is required
• Proficient use of MicroSoft Office Suite (Excel, Word, PowerPoint, Outlook)is required
• High school diploma is required
• Real estate experience is preferred

Language Skills:

• High proficiency in written and spoken English is required

Reasoning Ability:

• Must be able to define problems, collect data, establish facts, and draw valid conclusions

Physical Demands:

• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions
• Individual is regularly required to stand, walk, use hands and fingers, handle objects, and feel, reach with hands and arms, talk, climb and balance
• Individual is occasionally required to sit, stoop, kneel, and crouch
• Individual may need to lift up to 20 pounds
• Specific vision abilities required by this job include color vision
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