Administrative Assistant

Description

The Administrative Assistant is a front-line position who assists building tenants, contractors, managers, and visitors daily and requires strong customer service and organizational 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, and completion of other projects with minimal supervision.

• Maintain tenant and administrative filing system and assures all documents are properly filed.
• Input Energy Star information in records
• Assist with filing
• Coordinate and assists with tenant move-ins and move-outs.
• Assist with orders as needed
• Collect utility bill back info and input in records
• Assists in coordinating all tenant security access cards for perimeter, garage, and fitness center.
• Prepares building inspection reports, status reports, tracking reports, correspondence and files.
• Assist with scheduling and assigning work orders
• Coordinate tenant participation in the recycling program.
• Assists with the preparation and distribution of monthly and quarterly reports.
• Coordinates with the Property Manager to prepare required loss prevention reports.
• Responsible for notification letters to tenants and vendors thirty days before expiration of insurance certificate.
• Coordinate production of tenant signs, keys and directory information.
• Assist with Cuzway reporting
• Maintains insurance files for coverage required by tenants and vendors.
• Retrieve, open, date-stamp and distribute all incoming mail. Coordinate and assist with leasing tours
• Responsible for input of data in operating and capital budgets.
• Develop and maintains positive tenant relations by creating and sustaining good will and by providing consistently responsive quality service.
• Assist security to provide building access for contractors.
• Helps Maintain Property Management calendar.
• Assist in maintaining the tenant information manual and assures that information is current and correct.
• Process invoices daily through Yardi and be able to identify the correct accounting codes.
• Assist with planning and implementation of tenant events
• Performs clerical tasks for staff as needed.
• Prepare and maintain a tenant contact list.
• Updates stacking plans, gross sales reports, and monthly report cover sheets.
• Assist the property manager in implementing the Cousins Way Property Management Manual.
• Assist with all incoming service requests and dispatch to appropriate personnel.
• Maintains the contractor/vendor list.
• Coordinate and assists with planning and implementation of periodic tenant events.
• Help maintain building website and keep information up to date

Requirements

• Proficient with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) .
• Integrity - Demonstrate sound business ethics; consistently comply with organizational values; protect confidential information.
• Communication - Able to clearly express ideas; present verbal information in a straightforward manner; ask questions in order to open channels of communication; listen to understand perspective of others.
• Must possess excellent customer service skills.
• Must possess strong interpersonal skills and an ability to work and communicate effectively with all levels of operations.
• Must be detail oriented and well organized.
• 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.
• High school diploma is required.
• Real estate experience is preferred.
• Must have the ability to manage time and multiple projects efficiently and achieve required results.
• Must be able to define problems, collect data, establish facts, and draw valid conclusions.
• 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.
• Customer Service – Demonstrate optimum customer service delivery while performing all job functions
• High proficiency in written and spoken English is required.
• Minimum of three (3) years administrative experience is required.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance