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 is a front-line position that assists building tenants, contractors, managers, and visitors daily and requires customer service and organizational skills. This role oversees the day-to-day operation of the property management office including Yardi data entry and administrative oversight for the assigned properties.  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 on-site in Austin, TX.  This is not a remote or hybrid position.

Responsibilities:

Accounting and Reporting:

• Write up direct bill invoices for statements (print invoices, match up work orders, prepare invoices)

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 the 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 the preparation of all CuzWay supplements and ensures deadlines are met
• 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
• Assists with parking and leasing issues when customers have questions
• Schedules & coordinates customer evacuation warden training & evacuation drill
• Assists, manages & schedules all special events & filming projects in the building
• Updates & maintains building website(s)
• Assists in coordinating all tenant security access cards for the building, garage, and fitness center
• Maintains contractor/vendor list
• Retrieves, opens, date-stamps, and distributes all incoming mail
• Coordinates and assists with leasing tours

Insurance:

• Oversees the maintenance of insurance files for coverage required by customers, tenants, and vendors
• Responsible for overseeing the preparation of notification letters to customers and vendors thirty days before the expiration of the insurance certificate

Customer Relations:

• Develops and maintains positive customer relations by creating and sustaining goodwill 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
• Coordinates and assists with tenant move-ins, move-outs, and lease summaries
• Coordinates production of tenant signs, keys, and directory information
• Prepares and maintains 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:

• A high school diploma and a valid driver’s license are required. Bachelor’s degree in Business Administration is preferred.
• A minimum of 2 years of administrative/office manager experience is strongly preferred
• Commercial Real Estate experience is preferred
• Proficient use of Microsoft Office 365 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 confidentially handle issues
• 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 to open channels of communication; listen to understand the perspective of others
• Punctuality – Front desk hours for the office are 8:00 am-5:00 pm Monday through Friday and must be strictly adhered to due to the nature of this role

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.