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Requisition Number 18-0017
Title Administrative Assistant
Location Terminus
City Atlanta
State GA
Description

Administrative Assistant

The Administrative Assistant oversees the day-to-day operation of the Property Management Office. This role requires competency and confidence in interactions with all levels of employees both internally and externally. This position is responsible for managing calendars, setting appointments, planning events, producing documents, and completing projects with minimal supervision along with a high level of attention to detail. Strong customer service skills, excellent typing skills and strong organizational skills are required. This role requires familiarity with office leases and the ability to extract necessary information.

Responsibilities:

  • Process invoices daily through YARDI and be able to identify the correct accounting codes
  • Manage contracts: create vendor contracts, complete compliance checklist form and file contract
  • Print and file lease abstracts, leases and other legal documents within 3 business days of receipt from lease administration email. Send lease to JP Morgan.
  • Maintain tenant and administrative filing system: ensure all documents (current leases, dead files, capital files, etc.) are properly filed according to CuzWay guidelines
  • Coordinate and assist with the planning and implementation of periodic customer events (Farmers Market, customer appreciation events, etc.)
  • Coordinate production of customer signs, keys and directory information -Serve as back up to CSC for front desk coverage (lunch, mail run, PTO, etc.)
  • Ensure all vendor invoice remit addresses are accurate and update when needed
  • Maintain the contractor/vendor list for recurring contracts
  • Assist Engineers with filing, Cuzway reporting and contracts
  • Develop and maintain positive customer relations by creating and sustaining good will and by providing consistently responsive quality service
  • Coordinate customer participation in the recycling program (desk-side recycling and e-waste)
  • Communicate with customers on a regular basis to inform them of building current events and to solicit feedback.
  • Prepare customer engagement program to maintain satisfaction with the building amenities and services.
  • Assist Property Managers with evacuation drill process and event (customer training sessions, coordination of staff and vendors under the property emergency response program).
  • Performs clerical tasks for staff as needed.
  • Maintain spreadsheet on signage and parking rights as Customers move in
  • Maintain supply closet/order supplies -Serve as back up to AA2 when he/she is on PTO
Requirements

Required Knowledge, Skills and Abilities:

  • A minimum of 3 years administrative/office manager experience is required.
  • Commercial Real Estate experience required.
  • A high school diploma and a valid driver’s license are required; Bachelors degree in Business Administration preferred
  • Proficient use of Microsoft Office computer application programs is required.
  • To perform this job successfully, the incumbent must work well with others and interact positively with customers.
  • The incumbent must possess excellent communication skills; must be detail-oriented and well organized; and must have the ability to manage time and multiple projects efficiently and achieve the required results.
  • Must possess a professional demeanor and handle issues in a confidential manner.
  • Must be able to work well in a team environment.
  • Proven writing and verbal communication skills. Strong grammatical and practical use of the English language. 
  • The incumbent 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 and be flexible.
  • 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.
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An Equal Opportunity Employer