Regional Office Manager

Company Background
Columbia owns and operates Class-A office buildings concentrated in New York, San Francisco, and Washington, D.C.. With corporate leadership in New York, San Francisco, and Atlanta, we bring together both local expertise and deep experience in transactions, asset management and repositioning, leasing, and property management. We use these competencies to grow value across our high-quality, well-leased portfolio while maintaining a strong balance sheet.

Job Description
Columbia Property Trust is currently seeking a Regional Office Manager for our Atlanta office. This role is responsible for providing executive level administrative support, and general office management and support, for the local regional office. Duties include those described usually for executive assistant, but the position supports the most senior executives. This role requires the highest sensitivity to confidential matters, as well as the ability to filter and prioritize information that is being requested of the top company officers.

Key responsibilities will include:

• Board of Director meeting support:
  • Quarterly, compile Investment Committee materials in Diligent software and manage the binding of physical books (board and all committees) to be distributed. Order/coordinate food for the meetings (locally, or with regional office contact to confirm arrangements). Coordinate all transportation for the Directors – from/to the airport. Process all Board retainers and expense reimbursement for the Directors after the Board Meetings.
  • Annually, compile, distribute, and track to completion Director & Officer Questionnaires via Diligent software
• Executive Leadership support:
  • Meetings and Calendar management- Assist with Executive leadership meetings. Set up conference call dial-in and room reservations as needed. Assist with setting up internal Investment Committee meetings.
  • Travel arrangements (for CFO and others as needed).
  • Conference registrations and support for “Road Shows” (binding presentations, travel arrangements, etc.).
  • Make copies as needed, but regularly for Management Deck and 10Q filings.
  • Approve time sheets for the direct reports of the Atlanta Executive Leadership.
• Manage Lease Review Process: For all leases that come in through Conga, review for accuracy and send through workflow and then route for signature. (Review document for signing date indicated, make sure everything is signed and initialed in the right place as well as witnessed if necessary. Monitor and follow up with appropriate parties as needed through approval, send out e-mails to the appropriate parties, update the tracking spreadsheet, and log the file).
• General (local) Office Management:
  • Supervise Front Desk Coordinator- Cover the Front Desk during lunch break, Review and approve time off requests, coordinate and approve temp support as needed. (Reaching out to agencies and oversight of temps for admin coverage.) Review/approve timecards for Front Desk Coordinator.
  • Assist in IT and Shareholder communications.
  • Submit major building repair and/or maintenance requests (i.e. cleaning ice machines, replacing fixtures, etc.) Communicate with Accounting/Elka as needed for any large expenditures or final approval.
  • Point person to coordinate with Building Property Management and LAZ Parking: Coordinate all new or terminated access, overnight parking, and monthly lease invoices for 1st level review (to ensure charges are accurate for ad hoc requests). Coordinate with local IT to request/order new badges for new hires and/or replacement for loss security access, and submit Property Management/security requests, and general office requests as needed. Submit after-hours requests for employees working on the weekends as needed.
  • Provide ad hoc admin support for local office needs on projects.
• Manage significant local office costs:
  • Tracking of office and departmental expenses. (Includes review of all IT-related invoices for Corporate Services before going to management for approval.) Track for receipt and timely processing.
  • Review corporate Amazon orders and requests for maintenance items.
  • Coordinate Flower orders (both for front desk/main office vendor, as well as one-off special orders for employees for funerals or illnesses).
  • Federal Express bills- review and pull up any outstanding bills, code to the appropriate property and submit for final approval.
  • Coordinate and process all Atlanta Parking validations, Employee parking invoices, and reimbursements for MARTA/Bus/Mass Transit.

Qualifications:

• Associates Degree preferred or equivalent work experience.
• At least 7+ years of executive support experience preferred; advanced skills / experience preferred in word processing, spreadsheets, presentation graphics, electronic mail, calendaring, web browser, and contact management applications.
• Excellent organizational skills, filing, and prompt retrieval of business documents.
• Proficient in computer, telephone, printer, fax, and scanner use.
• Proficient in the English language with good spelling, punctuation, grammatical and overall written and oral communication skills.
• Ability to work well with others and have very strong interpersonal skills to interact with all levels of corporate management as well as outside vendors using poise, tact and diplomacy in sensitive and confidential situations.
• Ability to switch from tasks at a moment’s notice.
• Ability to prioritize importance of daily tasks.
• Notary preferred.
• Should be able to travel 5% to regional offices (NY, DC, CA) for quarterly board meetings to provide oversight, coordination and general admin support.

Physical Demands: The worker is sitting most of the time but will often include tasks involving light work, exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computer terminal and extensive reading. The worker is constantly typing into a computer, and occasionally other office productivity machinery (such as a copy machine and computer printer). The worker needs to move about inside the physical office, as well as around the property grounds, to interact and assist tenants.
Columbia is proud to be an Equal Opportunity Employer – Veterans/Disabled and other protected categories

Columbia is proud to be an Equal Opportunity Employer – Veterans/Disabled and other protected categories
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