The Administrative Services Manager provides administrative, operational, and project coordination support to the Central Southeast Regional Real Estate team. This role supports regional real estate activities, office operations, project tracking, meeting and event coordination, budgeting processes, and property administration. The Administrative Services Manager works closely with the Regional Vice President, Regional Real Estate Manager, and cross-functional teams including Legal, Finance, and Conservation Programs to support the successful execution of regional priorities and real estate initiatives
WHAT YOU WILL BE DOING
To perform this job successfully, you must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Administrative
- Provide comprehensive support to the Regional VP and other team members, managing complicated calendars, scheduling appointments, managing expense reports, and coordinating meetings, conferences, and travel arrangements.
- Function as a liaison between the Regional VP, Regional Real Estate Manager, and other real estate and programmatic teams, managing sensitive information with discretion.
- Manage coordination of site tours, event planning, and trainings for various programs in the Central Southeast Region.
- Provide meeting support including logistical and technical set up, note taking, and document preparation for various programs in the Central Southeast Region.
- Assist in development and communications efforts, including creating outreach materials as well as preparing and editing correspondence, communications, presentations, and other documents.
- Provide research support, as requested.
- Manage deadlines around annual budget planning and support strategic goals tracking and metrics.
- Support and help manage regional onboarding of conservation staff and contractors.
- Manage office operations, including procurement and maintenance of office supplies, furniture, equipment and technology systems such as printers, internet and phone services.
- Greet and assist visitors, answer and direct incoming calls, and serve as a welcoming point of contact for the office.
- Assist in financial management tasks, including managing accounts payable and receivable, and invoice reports.
Real Estate Support
- Coordinate real estate meetings for Central Southeast team.
- Assist with preparing Real Estate forms and tracking internal processes, for Central Southeast real estate acquisitions.
- Maintain accurate and up-to-date project information across team systems utilizing project management tools like Asana and Salesforce.
- Support Real Estate Manager with innovating and improving project management tools and systems.
- Assist in coordinating property monitoring and completion of property monitoring reports for all properties held by Central Southeast Region.
- Coordinate with Legal and Finance teams on payment of taxes or other associated maintenance and costs on any properties held by the Central Southeast Region or Farms Fund.
- Address any property notifications and necessary resolutions, such as code enforcement, on properties held by the Central Southeast Region.
WHAT WE NEED YOU TO HAVE
- At least 3 years of experience in executive support, administration or office coordination.
- Demonstrated expertise in office management systems, procedures and administrative operations.
- Proficient with Word, Excel, PowerPoint, Outlook and office management software (Asana, Salesforce).
- Exemplary planning and time management skills.
- Ability to multitask and prioritize daily workload.
- Excellent verbal, written, organizational and interpersonal skills.
- Proven ability to maintain confidentiality and exercise discretion in handling sensitive information.
- Commitment to the mission of The Conservation Fund.
WHAT WE’D LIKE YOU TO HAVE
- Bachelor’s degree in business administration, communications, or related field.
- Certification as an Administrative Professional (CAP).
- 2-4 years of experience in Asana, Salesforce, and other project management software administration and reporting.
- Experience coordinating outreach logistics, including scheduling, materials preparation, and on-site support.
- Experience in managing multiple priorities, administrative coordination, and logistics.
- Strong problem solving and decision-making capabilities.
- Ability to work under pressure and to tight deadlines.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
- Some lifting and carrying will be necessary – up to 20 pounds.
- Work is performed an office setting.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time, with or without notice.
The Conservation Fund is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.