Administrative Assistant

Description

The Administrative Assistant is a front‑line role that supports building tenants, contractors, managers, and visitors daily. This on‑site position requires strong customer service and organizational skills to handle calls, manage calendars, schedule appointments, coordinate meetings and events, produce documents, and follow up on tenant and vendor matters with minimal supervision.

• Process daily invoices in Yardi using correct accounting codes.
• Coordinate tenant security access cards for perimeter, garage, and fitness center.
• Update stacking plans, gross sales reports, and monthly report cover sheets.
• Assist property manager with Cousins Way Property Management Manual and calendar maintenance.
• Perform clerical tasks, maintain building website, and keep filing system organized.
• Provide building access for contractors and maintain contractor/vendor list.
• Prepare inspection, status, tracking reports and related correspondence.
• Manage incoming service requests and distribute mail appropriately.
• Support leasing tours and assist in planning tenant events.
• Prepare and distribute monthly and quarterly reports; input data for operating and capital budgets.
• Maintain insurance files and issue 30‑day renewal notifications to tenants and vendors.
• Coordinate loss‑prevention reports with property manager.
• Assist engineering functions: filing, Cuzway reporting, work order scheduling, Energy Star data entry, utility bill processing, and order handling.
• Develop positive tenant relations, coordinate move‑ins/outs, manage tenant signage and directory information, and maintain recycling program participation.
• Maintain an up‑to‑date tenant contact list.

Requirements

Applicants must have at least three years of administrative experience, a high school diploma, and preferably real‑estate background. Essential skills include interpersonal communication, time management, detail orientation, proficiency with Microsoft Office, and high‑level written and spoken English. The role also demands physical ability to lift up to 20 lb and a commitment to responsiveness, integrity, customer service, and clear communication.

• Minimum three years administrative experience; high school diploma required; real‑estate experience preferred.
• Strong interpersonal, customer service, and communication skills.
• Ability to manage time, multiple projects, and work with urgency.
• Detail‑oriented, well‑organized, proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• High proficiency in written and spoken English; capable of problem‑solving and data analysis.
• Physical ability to lift up to 20 lb and perform occasional stooping, kneeling, and crouching.
• Demonstrates integrity, business ethics, and confidentiality.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance