Administrative Assistant

Description

Job Summary:

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.

Description of Responsibilities:

This position is on-site in Atlanta, GA.  This is not a remote or hybrid position.

Administration:

• Process invoices daily through Yardi and be able to identify the correct accounting codes.
• Assists in coordinating 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.
• Helps Maintain Property Management calendar.
• Performs clerical tasks for staff as needed.
• Help maintain building website and keep information up to date
• Maintain tenant and administrative filing system and assures all documents are properly filed.
• Assist security to provide building access for contractors.
• Maintains the contractor/vendor list.
• Prepares building inspection reports, status reports, tracking reports, correspondence and files.
• Assist with all incoming service requests and dispatch to appropriate personnel.
• Retrieve, open, date-stamp and distribute all incoming mail. Coordinate and assist with leasing tours
• Assist with planning and implementation of tenant events

Accounting and Reporting:

• Assists with the preparation and distribution of monthly and quarterly reports.
• Responsible for input of data in operating and capital budgets.

Insurance:

• Maintains insurance files for coverage 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.

Engineering:

• Assist with filing
• Assist with Cuzway reporting
• Assist with scheduling and assigning work orders
• Input Energy Star information in records
• Collect utility bill back info and input in records
• Assist with orders as needed

Tenant Relations:

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

The above statements are intended only to describe the general nature of the job and should not be construed as an all-inclusive list of position responsibilities.

Required or Preferred Knowledge, Skills and Abilities:

• Minimum of three (3) years administrative experience is required
• High school diploma is required
• Real estate experience is preferred
• Must possess strong interpersonal skills and an ability to work and communicate effectively with all levels of operations
• Must have the ability to manage time and multiple projects efficiently and achieve required results
• Must possess excellent customer service skills
• Must be detail oriented and well organized
• Proficient with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• High proficiency in written and spoken English is required
• 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.

Qualifications