Administrative Manager

Administrative Manager

The Administrative Manager oversees the day-to-day operation of the Property Management Office including Yardi data entry and administrative oversight for the property. 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.

This position is located in Austin, TX. This position is on-site. This is not a remote or hybrid position.

Responsibilities include :

• Accounting and Reporting : Write up direct bill invoices for statements (print invoices, match up work orders, prepare invoices)
• Statement assemblies (create charges in Yardi, compile or calculate above standard charges, make copies of rebills, late letters, match up statements with back up by building, and scan for emailing out to customers)
• Prepare accruals for managed Service Provider accounts & reconcile customer bill back accounts at the end of each month
• Prepare 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, taking messages or forwarding calls as necessary but answering 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)
• 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 customers have questions
• Schedules & coordinates customer evacuation warden training & evacuation drill
• Maintains training records for AED machines & associated training
• Assists Manage & schedule all special events & filming projects in the building
• Update & maintain building website(s)
• Insurance : Oversee the maintenance of insurance files for coverages 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 : Develop 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 include :

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.