Office Facilities Manager

Insight Global; Nashville (TN); On-site; USD 31,684 - 34,440; Full time

Job summary

An established industry player is seeking a Facilities Office Manager to provide comprehensive administrative support in a dynamic office environment. This role involves coordinating office supplies, managing lease administration activities, and ensuring smooth operations for tenant move-ins and move-outs. The ideal candidate will possess strong organizational skills and a polished demeanor, particularly when interfacing with C-level executives. Join a professional services firm that values your contributions and offers a collaborative atmosphere where your skills can shine. If you are ready to take on a pivotal role in office management, this is the opportunity for you.

Qualifications

• 1-3 years of administrative experience in an office environment.
• Experience with Outlook, Word, and basic Excel functionalities.

Responsibilities

• Provide full administrative support, including phone support and filing.
• Assist in lease administration and coordinate office supplies.

Skills

Administrative Assistance

Data Entry

Customer Service

Time Management

Organization

Education

High School Diploma

Bachelor's Degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

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

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