Administrative Manager

About Us:

Job Summary:

D

escription of Responsibilities:

This position is on-site in Tempe, AZ.

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; 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.
• Maintain property management calendar.
• Maintain customer and administrative filing system and ensure 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.
• 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.
• Assists Manage & schedule all special events & filming projects in the building.
• Update & maintain building website(s).
• Assists in coordinating all tenant security access cards for the building, garage, and fitness center.
• Maintains contractor/vendor list.
• Retrieve, open, date-stamp, and distribute all incoming mail.
• Coordinate and assist with leasing tours.

Insurance:

• Oversee 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:

• Develop and maintain 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. 
• Coordinate and assist with tenant move-ins, move-outs, and lease summaries.
• Coordinate production of tenant signs, keys, and directory information.
• Prepare and maintain 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 administrative/office manager experience is required.
• 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.