Overview
Office Administrator/Customer Service / Account Management Jobs in Phoenix, AZ at Arizona Office Designs
Why work for us?
At Childress Klein, we’re reimagining the world of real estate. Together, we collaborate with our clients, investors, and the communities we serve to create cutting-edge environments that foster connection, intelligence, and prosperity. We’re acutely aware of the impact our developments have on cities, which is why we’re committed to giving back through charitable initiatives and implementing sustainable solutions that empower both our clients and communities to be more resourceful, resilient, and regenerative.
When you join our team, you’re embraced by a culture that values dedication, effective communication, and inclusivity. We go the extra mile to invest in our employees’ growth, offering a multitude of personal and professional development opportunities. This isn’t just a jobit’s the start of a flourishing career. It’s no wonder we were honored with the title of being one of Charlotte’s Best Places to Work in 2022!
What you’ll be doing:
The Administration Manager is responsible for direction and management of the administrative and customer-facing functions for the Childress Klein Parking operations. The position shall oversee the administrative and bookkeeping functions for the parking division with particular focus in the areas of accounting, leasing of contract parking, wait list management, reporting, and other administration functions within the department. This position will be responsible for administering office coverage and communications in order to provide superior customer service to clients, building tenants and vendors. This position currently oversees the administrative and related functions for the following facilities:
301 College Street Center garage
Two Wells Fargo Center garage
Three Wells Fargo Center garage
The Green garage
Levine Center for The Arts garage
Lowes Tech Hub garage
525 South Church Street Garage
What you’ll be responsible for:
Track receivables for the Parking Division. Ensure that the department is collecting all payments in a timely manner. Monitor cash flow statements and aged accounts for each facility. Report to Senior Management any income deficiencies.
Track payables for the Parking Division. Link purchase orders to incoming invoices. Code invoices to the proper facility and issue to Parking Director for approval. Ensure open purchase orders are tracked and managed and invoices are received, processed and paid in a timely manner.
Supervise the Parking Coordinators activities including training and day-to-day functions. Train and coach the Parking Coordinator to ensure necessary policies and procedures are followed and customer service is maintained at a high level. This position will continually seek ways to streamline the Parking Coordinators duties.
Interact and communicate with customers, clients, vendors, and coworkers in a professional and positive manner as to always provide and maintain a superior level of service.
Support division in the processing of non-exempt payroll.
Assist division in the updating of all departmental manuals, policy documentation and contract agreements.
Manage record keeping of tenants lease entitlements (i.e. work within tenants rights to provide adequate parking space for their employees). Monitor compliance.
Track new and cancelled monthly parkers to ensure monthly parker information is accurate and up-to-date.
With support from the coordinators, inventory and update our parker databases via space allocation spreadsheets on a monthly basis.
Prepare card deposit refunds from appropriate petty cash accounts on a monthly basis.
Assist in the preparation of Parkings management reports / executive summaries with primary emphasis on statistical reporting.
Manage the leasing of monthly parking, to include sending offers, processing registrations, and managing and updating waitlists.
Ensure Parking Coordinators are managing and maintaining all software databases, including waitlist and access card databases.
Support the division with the distribution of communication to parking patrons (i.e. emailing street closure notices or rate adjustments to tenants).
Purchase office supplies in accordance with budget allowances. Assist in the annual budget preparation for Parkings office supply items.
Support the Parking Operations Manager and Parking Director during major events that impact garages (i.e. Panther Parking). More specifically, this position will assist with revenue control procedures by ensuring attendants have proper funding at the start of each event and by recording and depositing proceeds at the end of each event.
Record and calculate Cultural Arts Revenue Share totals, to include labor costs and management fees.
Assist Parking Director in calculating and reporting monthly management fees and quarterly incentive fees.
Support buildings facility management vendor as needed to ensure important parking data and information is relayed and available for their knowledge.
Provide operations instructions and information to building Facility Managers to ensure they are aware of parking-related projects and activities.
Ensure daily revenue tracking of garages is complete and accurate.
Maintain a working knowledge of parking operations activities to ensure necessary information can be provided to clients and customers should it be needed.
Supervisory Responsibilities:
Provides supervision of Parking Coordinator positions including collaborative supervision of indirect reports who perform parking-related duties (e.g. Tenant Services Coordinators). Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
Responsibilities include:
Interviewing potential employees.
Training employees.
Planning, assigning, and directing work.
This position will back up the Parking Coordinator positions in their absence as necessary to ensure availability of support to parking customers.
The Administration Manager will coordinate with the Parking Director when hiring, performing appraisals, rewarding, and disciplining employees and addressing complaints and resolving problems.
What we need from you:
Bachelors Degree in Business Administration or related field required.
A minimum of two years of experience in a supervisory role with a focus on customer service required.
Knowledge and experience with basic accounting principles required.
Intermediate to advanced knowledge of Microsoft Office Suite and Windows Operating Systems required, specifically Excel and Word.
Proficiency in databases, and spreadsheet applications is required.
Ability to read, analyze, and interpret professional journals, technical procedures, and governmental regulations.
Ability to write reports, business correspondence and procedure manuals.
Ability to effectively present information and respond to questions from customers, partners, employees and the general public.
Basic ability to perform financial analysis; ability to manage accounting and reporting for cash receipts, accounts receivable, accounts payable, and bank account reconciliations; ability to create and monitor budgets.
Ability to communicate clearly and effectively, both orally or in writing, present a professional image at all times, gain the trust and confidence of others, work cooperatively with a variety of individuals, and always project a positive attitude and superior level of service.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in written, oral, or diagram form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee will spend a large portion of his/her time at a desk, although the employee will also spend a large portion of time traveling in and around commercial office property and associated grounds.
While performing the duties of this job, the employee is frequently required to sit, write, type, talk and hear.
The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch.
The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Reliable transportation is required, as is the ability to work overtime and to take calls at any hour of day or night.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The Administration Manager will typically work in a professional office environment and frequently be exposed to a variety of areas within a commercial office building, including loading docks and parking garages.
While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.
The noise level in the work environment is usually moderate.
What we have to offer:
Medical, Dental, & Vision Insurance
Flex Spending & Dependent Care Accounts
401(k) Retirement Savings Plan
Paid Vacation & Holidays
Paid Leave of Absence Options
Paid Maternity & Paternity Leave
Tuition Reimbursement
Employee Assistance Program
Employee Wellness Program
Gym Membership Discounts
Mentorship Programs
And much more!
Childress Klein is an equal opportunity employer. Qualified applicants will be considered without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality, sex, or veteran status.
Title: Office Administrator/Customer Service / Account Management
Company: Arizona Office Designs
Location: Phoenix, AZ
