Administrative Assistant at Cousins Properties in Atlanta, GA 30305

Job description

• Position Type
• Full Time
• 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.
• This position is located in Atlanta, GA (Buckhead area). This position is on-site. This is not a remote or hybrid position.

Responsibilities

• 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.

Requirements

• 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.
• 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.
• 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 in order to open channels of communication; listen to understand perspective of others.

Skills

Required

• Strong interpersonal skills
• Excellent customer service skills
• Detail oriented and well organized