Administrative Manager

About Cousins Properties

Headquartered in Atlanta, Cousins is a fully integrated, self-administered and self-managed real estate investment trust (REIT). Cousins has a simple, compelling strategy: Premier urban Sun Belt office portfolio, Disciplined about capital allocation, Best-in-class balance sheet, with Strong local operating platforms. Acting through its operating partnership, Cousins Properties LP, primarily invests in Class A office buildings located in high-growth Sun Belt markets. Cousins Properties (NYSE: CUZ) develops, owns, and manages a 20 million square foot trophy office portfolio in the high-growth Sun Belt markets of Atlanta, Austin, Charlotte, Dallas, Nashville, Tampa, and Phoenix.

Founded in 1958, Cousins creates shareholder value through its extensive expertise in the development, acquisition, leasing, and management of high-quality real estate assets. The Company has a comprehensive strategy in place based on a simple platform, trophy assets, and opportunistic investments. For more information, please visit www.cousins.com.

Job Summary:

The Administrative Manager oversees the day-to-day operation of the Property Management Office including Yardi data entry and administrative oversight for the Phoenix Portfolio. This role requires competency and confidence in interactions will 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.

This position is located in Tempe, AZ. This position is on-site. This is not a remote or hybrid position.

Responsibilities:

Accounting and Reporting:

• Writes up direct bill invoices for statements (print invoices, match up work orders, prepare invoices)
• Statement assemblies (creates charges in Yardi, compiles or calculates above standard charges, makes copies of rebills, late letters, match up statements with back up by building, and scans for emailing out to customers)
• Prepares accruals for managed Service Provider accounts & reconciles customer bill back accounts at the end of each month
• Prepares reforecast
• Budget manager in charge of entering numbers & making updates & preparing reports through the entire budget process

Administrative Duties:

• Responsible for all aspects of the day-to-day operation of the Property Management Office including phone coverage and workload distribution for other administrative personnel
• Assists other administrative staff in phone coverage for management office and maintenance/security department. Ensures phones are answered in a friendly professional manner. Takes messages or forwards calls as necessary but answers requests directly whenever possible.
• Assists with vendor service contract bids, contract preparation and administration as needed
• Maintains equipment inventory tracking and reporting
• Maintains property management calendar
• Maintains customer and administrative filing system and ensures all documents are properly and promptly filed
• Coordinates with security to provide building access for contractors and vendors
• Assists in preparation of all CuzWay supplements and ensures deadlines are met
• Assists managers in compiling annual budget information and reports for distribution to others
• Performs initial coding of all A/P invoices for on-line system and Yardi approval
• Assists in preparing all RFI's and RFP's
• Risk Management report preparation (slip and fall reports)
• Offers IT assistance for building staff when there are software or equipment issues
• Orders Kitchen, Office, and Engineering supplies as needed
• Creates all mail merge letters, escalation letters, elevator entrapment letters, etc.
• Maintains Disaster Preparedness Manual
• Maintains all policies and procedures manuals for Ownership
• Assists with parking and leasing issues when customers have questions
• Schedules & coordinates customer evacuation warden training & evacuation drill
• Maintains training records for AED machines & associated training
• Assists, manages & schedules all special events & filming projects in the building
• Updates & maintains building website(s)

Insurance:

• Oversees the maintenance of insurance files for coverage's required by customers, tenants, and vendors
• Responsible for overseeing preparation of notification letters to customers and vendors thirty days before expiration of insurance certificate
• Coordinates with the property managers to prepare required loss prevention reports

Customer Relations:

• Develops and maintains positive customer relations by creating and sustaining good will and by providing consistently responsive quality service
• Schedules and coordinates all new customer orientations
• Coordinates customer participation in the recycling program
• Schedules all customer events & customer giveaways

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:

• A high school diploma and a valid driver's license are required. Bachelor's degree in Business Administration preferred.
• A minimum of 3 years of administrative/office manager experience is preferred
• Commercial Real Estate Experience is preferred
• During employment, the incumbent will be required to maintain a current Arizona Notary Public commission
• 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. Specific vision abilities required by this job include color vision.
• 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.

Cousins is an equal opportunity employer where employment decisions are based on merit, qualifications, and aptitude. The Company does not discriminate in employment opportunities or employment practices on the basis of race, color, religion, creed, sex (including gender, pregnancy, sexual orientation, and gender identity), national origin or ancestry, physical or mental disability, veteran status, age, genetic information, or any other class or characteristic protected by federal, state, or local law.