Administrative Assistant

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 outgoingtelephone calls, managing calendars, scheduling appointments, coordinating meetings and events,document production, tenant / vendor follow up, filing, and completion of other projects with minimalsupervision.

Description of 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 leasingtours* Assist with planning and implementation of tenant eventsAccounting 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 ofinsurance 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 neededTenant Relations* Develop and maintains positive tenant relations by creating and sustaining good will and byproviding 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 currentand correct.* Coordinate production of tenant signs, keys and directory information.
• Coordinate tenant participation in the recycling program.* Prepare and maintain a tenant contact list.Required 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 effectivelywith all levels of operations.
• Must have the ability to manage time and multiple projects efficiently and achieve requiredresults.* 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, andcrouch. The individual may need to lift up to 20 pounds.
• Responsiveness - Need to perform responsibilities with an acute sense of urgency to meet theneeds of others; respond to solve problems;
• willing to accept a variety of tasks associated withthis position.* Integrity - Demonstrate sound business ethics; consistently comply with organizational values;
• protect confidential information.* Customer Service - Demonstrate optimum customer service delivery while performing all jobfunctions* Communication - Able to clearly express ideas;

present verbal information in a straightforwardmanner; ask questions in order to open channels of communication; listen to understandperspective of others.