Office Facilities Manager

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 Plusses Commercial real estate experience; licensed is a plus At least 1 year of real estate property management experience Bachelor’s degree Day-to-Day Responsibilities 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. Seniority Level Associate Employment Type Full-time Job Function Administrative and Management Industries Professional Services and Real Estate #J-18808-Ljbffr Insight Global