The Administrative Manager 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.
Description of Responsibilities:
Accounting and Reporting:
- Write up direct bill invoices for statements (print invoices, match up work orders, prepare invoices).
- Statement assemblies (make copies of rebills, late letters, match up statements, with backup by building, and scan to accounting for emailing out to tenants).
- Prepare accruals for managed Service Provider accounts, & reconcile tenant bill back accounts at the end of each month. • Prepare reforecast
- Budget manager in charge of entering numbers & making updates & preparing reports through 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; taking messages or forwarding calls as necessary, but answering requests directly whenever possible.
- Supervise Customer Service Coordinator Position.
- Assists with vendor service contract bids, contract preparation and administration as needed.
- Maintains equipment inventory tracking and reporting.
- Maintain property management calendar.
- Maintain tenant and administrative filing system and ensures all documents are properly and promptly filed.
- Coordinates with security to provide building access for contractors.
- Assists in preparation of all Cuzway supplements and ensures deadlines are met.
- Assists managers in compiling annual budget information and notebooks for distribution to others.
- Performs initial coding of all A/P invoices for on-line system.
- Assists in preparing all RFI’s and RFP’s. • Risk Management report preparation (slip and fall reports).
- Primary liaison with Corporate HR & AP– payroll issues, timesheets, etc.
- Offer IT assistance for building staff when there are software or equipment issues.
- Ordering 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 tenants have questions.
- Schedules & Coordinates Tenant Evacuation Warden Training & Evacuation Drill.
- Maintain training records for AED machines & associated training.
- Manage & schedule all Special Events & Filming projects in the building.
- Manage & maintain petty cash fund, & any other functions at the building that require cash.
- Update & Maintain building website.
Insurance:
- Oversees the maintenance of insurance files for coverage’s required by tenants and vendors.
- Responsible for overseeing preparation of notification letters to tenants and vendors thirty days before expiration of insurance certificate.
- Coordinates with the property managers to prepare required loss prevention reports.
Tenant Relations:
- Develop and maintains positive tenant relations by creating and sustaining good will and by providing consistently responsive quality service.
- Schedules and coordinates all new tenant orientations.
- Coordinates tenant participation in the recycling program.
- Schedules all Tenant Events & Tenant giveaways.
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. 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.
