Office Facilities Manager

Job Title: Facilities Office Manager

Location: Madison, TN

Duration: 6-Month Contract to Hire

Compensation: $23-$25/Hour

• 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

• Commercial real estate experience; licensed is a plus
• At least 1 year of real estate property management experience
• Bachelor’s degree

• Provide full administrative support, including phone support, typing, reports, filing, and distribution of correspondence.
• Coordinate office supplies and send documents via overnight courier.
• Assist in lease administration activities, including abstracting leases and maintaining the database, ensuring all property files are orderly and logical.
• Prepare and coordinate bid proposals and service contracts, obtain aging reports for management, and follow up on delinquencies.
• 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 systems.
• Ensure tenant information within the database is current and up to date.
• 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 date.
• 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 charges.
• 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 office.

Associate

Full-time

Administrative and Management

Professional Services and Real Estate