Executive Suites Manager

Position Summary

The Executive Suites Manager is responsible for the overall day-to-day operation, appearance, tenant experience, occupancy, and administrative management of the Executive Suites center. This position serves as the onsite manager for the center during normal business hours and is responsible for ensuring that tenants, guests, prospective tenants, vendors, and ownership are served in a professional and timely manner.

In addition to managing the Executive Suites center, this position will provide executive and administrative assistant support to the owners and affiliated businesses. These duties are intended to be performed during available time while still ensuring that the Executive Suites center is properly managed, staffed, and operated.

This role requires a professional, organized, service-minded individual who can manage a small office center, supervise front desk/reception functions, support tenant retention and occupancy, and assist ownership with administrative tasks and follow-through.

Essential Duties and ResponsibilitiesExecutive Suites Management

· Oversee the day-to-day operations of the Executive Suites center.

· Ensure the center is open, staffed, organized, clean, professional, and welcoming during normal business hours.

· Serve as the primary onsite point of contact for tenants, guests, prospective tenants, vendors, and ownership.

· Respond promptly and professionally to tenant questions, requests, concerns, and minor operational issues.

· Coordinate with ownership, maintenance personnel, contractors, vendors, and service providers as needed.

· Ensure common areas, conference rooms, reception areas, and shared office amenities are maintained in a professional condition.

· Monitor office supplies, shared services, mail handling, conference room usage, and other routine operational needs.

· Maintain tenant files, lease documents, contact information, service agreements, and other center-related records.

· Assist with preparing, processing, and maintaining lease agreements, renewals, amendments, and related tenant documentation.

· Track lease expirations, renewals, vacancies, move-ins, move-outs, and other tenant-related activity.

· Help ensure strong occupancy by responding to leasing inquiries, scheduling and conducting tours, following up with prospective tenants, and communicating availability to ownership.

· Maintain a professional and service-oriented relationship with tenants to support tenant satisfaction and retention.

· Identify operational problems or opportunities for improvement and bring recommendations to ownership.

Reception and Staff Supervision

· Supervise the receptionist/front desk employee assigned to the Executive Suites center.

· Provide direction, expectations, and daily oversight for reception, phone coverage, guest greeting, mail handling, and related front desk responsibilities.

· Ensure that incoming calls, visitors, tenant requests, and prospective tenant inquiries are handled professionally and consistently.

· Coordinate coverage and workflow so the center remains properly attended during business hours.

· Assist with training, coaching, and accountability for the receptionist/front desk position.

· Communicate staffing, performance, or coverage concerns to ownership.

Tenant Relations and Occupancy Support

· Serve as a professional representative of the Executive Suites center.

· Respond to prospective tenant inquiries and provide information regarding available offices, services, pricing, and lease terms as directed by ownership.

· Conduct tours of available space and follow up with prospects in a timely manner.

· Help maintain current information regarding available offices, upcoming vacancies, occupancy levels, and prospective tenant activity.

· Support tenant retention by maintaining positive relationships and addressing routine concerns before they become larger issues.

· Assist ownership with marketing, occupancy, and tenant communication efforts as requested.

Executive and Administrative Assistant Support

· Provide administrative and executive assistant support to the owners and affiliated businesses.

· Assist with scheduling, calendar coordination, reminders, correspondence, document preparation, record organization, and follow-up on open items.

· Help owners stay organized by tracking tasks, deadlines, pending decisions, recurring obligations, and administrative priorities.

· Prepare, organize, scan, file, and maintain business documents as requested.

· Assist with communications involving vendors, professional advisors, employees, tenants, and business contacts.

· Help coordinate meetings, appointments, travel arrangements, reservations, and other owner-related administrative needs.

· Assist with special projects, research, forms, renewals, applications, reports, and other administrative assignments.

· Handle confidential business and personal information with discretion and professionalism.

· Perform administrative tasks for affiliated businesses as assigned, provided that the Executive Suites center remains properly managed and operational needs are met.

Billing and Payroll Backup Cross-Training

· Become cross-trained on billing and payroll-related processes for affiliated businesses in order to provide backup support when needed.

· Maintain sufficient familiarity with billing and payroll workflows to assist during absences, vacations, emergencies, or other coverage needs.

· Follow established procedures and work under the direction of ownership or designated staff when providing billing or payroll backup support.

· This position is not intended to serve as the primary bookkeeping, billing, payroll, or accounting position, but must be capable of providing administrative backup support in these areas when necessary.

Qualifications

· Prior experience in office management, property management, executive suites management, administrative management, executive assistance, or a related role preferred.

· Strong organizational skills and ability to manage multiple responsibilities during the workday.

· Professional verbal and written communication skills.

· Ability to interact effectively with tenants, guests, prospects, employees, vendors, and ownership.

· Comfortable supervising one direct report and ensuring front desk functions are handled properly.

· Ability to follow through on tasks without constant supervision.

· Professional appearance and demeanor appropriate for an office center environment.

· Basic understanding of leases, tenant records, office operations, or business administration preferred.

· Comfortable using common office software, email, calendars, spreadsheets, document systems, and business applications.

· Ability to learn billing and payroll processes for backup coverage purposes.

· High degree of discretion, confidentiality, dependability, and judgment.

Desired Characteristics

· Organized, proactive, and detail-oriented.

· Friendly, professional, and service-minded.

· Comfortable with both tenant-facing and owner-support responsibilities.

· Able to use downtime productively without losing focus on the needs of the Executive Suites center.

· Sales-minded enough to respond to inquiries, conduct tours, and follow up with prospective tenants.

· Practical, resourceful, and able to solve routine office issues independently.

· Trustworthy and comfortable handling confidential information.

· Flexible in a small-business environment where duties may vary from day to day.

Work Location and Schedule

This is an onsite position based at the Executive Suites center during normal business hours. The position is expected to be present and available during operating hours to oversee the center, support tenants and guests, supervise reception functions, and perform administrative duties for ownership and affiliated businesses.

Reporting Relationship

This position reports directly to ownership and supervises the receptionist/front desk employee assigned to the Executive Suites center.

Position Classification

This is intended to be a full-time management position. Final exempt or non-exempt classification should be determined based on actual duties, compensation level, and applicable federal and state wage and hour requirements.

Summary

The Executive Suites Manager is responsible for ensuring the Executive Suites center operates smoothly, maintains a professional image, supports tenant satisfaction and occupancy, and provides reliable onsite management. During available time, this person will also provide executive and administrative assistant support to the owners and affiliated businesses, including being cross-trained to provide backup support for billing and payroll processes when needed.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Paid time off

Education:

• Bachelor's (Preferred)

Experience:

• Management: 3 years (Preferred)
• Property leasing: 1 year (Preferred)

Location:

• Fayetteville, GA 30214 (Preferred)

Work Location: In person