Job Description

Job Title: Facilities Office Manager

Location: Madison, TN

Duration: 6-Month Contract to Hire

Compensation: $23-$25/Hour

Must-Haves

• :1-3 years of strong administrative assistance in an office environment, with a focus on computer tasks such as data entry, emailing, lease administration, and proposal/bid drafts
• .Experience with Outlook, Word, and Excel (basic Excel knowledge including sum, average, sort, insert/delete columns and rows, and table creation)
• .Customer-facing/client support experience, especially interfacing with C-level executives in hospitals, requiring polished and professional demeanor
• .Soft skills: Time management and organization
• .High school diploma

.
Plusse

• s:Commercial real estate experience; licensed is a plu
• s.At least 1 year of real estate property management experienc
• e.Experience with Yard
• i.Bachelor’s degre

e.
Day-to-Day Responsibiliti

• es:Provide full administrative support, including phone support, typing, reports, filing, and distribution of correspondence. Coordinate office supplies and send documents via overnight couri
• er.Assist in lease administration activities, including abstracting leases and maintaining the database, ensuring all property files are orderly and logic
• al.Prepare and coordinate bid proposals and service contracts, obtain aging reports for management, and follow up on delinquenci
• es.Ensure invoices are processed in accounting with appropriate backup and according to established procedures. Coordinate tenant move-ins and move-outs, including furniture delivery and pickup, and oversee maintenance of work order and purchase order syste
• ms.Ensure tenant information within the database is current and up to da
• te.Update and maintain office procedures in the property operations manual under the direction of the manager. Ensure certificates of insurance for tenants and vendors are up to da
• te.Oversee the processing of management and maintenance staff hours, expense reports, check requests for review and approval, and ensure timely processing of tenant bill-backs for electrical usage, after-hours HVAC, and other similar charg
• es.Assist the supervisor with aspects of annual budget preparation and monthly financial reports, as well as preparation of bank deposits if processed at the onsite management offi

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