Administrative Assistant

Description

KEY RESPONSIBILITIES

• Coordinate and support customer events, including food trucks, pop-ups, wellness initiatives, and seasonal activations.
• Conduct Fitness Center tours and manage waiver agreements.
• Work with the marketing and property management teams on customer communications and engagement strategies.
• Manage and oversee reservations for amenity spaces, including conference rooms, social spaces and common areas.
• Provide day-to-day administrative support for one or more members of the property management team.
• Conduct monthly property inspections and track action items.
• Monitor and manage janitorial services, ensuring all customer requests are addressed promptly.
• Oversee and follow up on work orders in Prism, tracking completion and resolution.
• Maintain and update customer databases in Prism and Salesforce.
• Assist with invoicing additional tenant services, such as electric sub-meters and after-hours HVAC requests.
• Assist with fire drills and safety initiatives, including customer appreciation efforts post-drill.
• Support property managers with the operation of Cafes, Market Places and on-site amenities.
• Support maintenance technicians by coordinating customer communications, managing scheduling, and maintaining accurate equipment lists.
• Assist in third-party vendor coordination, scheduling, and service tracking.
• Stay actively engaged and support communication efforts during emergency situations.
• Assist the Property Managers with special projects including budgeting, preparation of monthly reports, capital expenditures, and annual CAM reconciliation letters
• Mail monthly statements and rent increase letters.
• Assist the Property Managers with Accounts Receivables, including correspondence to the customers, research and documentation.
• Assist with distribution and collection of customer surveys.
• Code and forward vendor invoices to respective Property Manager through electronic invoice system.
• Code and process receipts monthly via Corporate Purchase Card system
• Issue and track building/suite/amenity access cards.
• Assist with move-ins/move-outs and preparing welcome packets.
• Maintain COI's and confirm compliance.
• Distribute vendor invoices to department members via electronic Nexus system.
• Verify, code and forward master contract invoices.
• Set up CapX projects and Contracts for managers when needed
• Create service contracts, work orders and contract amendments and route via DocuSign
• Send notifications to customers regarding upcoming holidays (after hours HVAC requests)
• Organize & maintain shared files

QUALIFICATIONS/KNOWLEDGE, SKILLS, ABILITIES:

• Strong organizational and time management skills with keen attention to detail
• Excellent written and verbal communication skills, engaging effectively with both technical and non-technical audiences
• Proactive problem solver with a passion for delivering exceptional service
• Exceptional interpersonal skills, with the ability to build positive relationships with customers and teams
• Ability to work independently and collaboratively while staying focused and accountable
• Thrive in a fast-paced, dynamic environment, managing multiple priorities with flexibility, efficiency and poise

EDUCATION/EXPERIENCE:

• Associate's degree required; Bachelor's degree preferred
• 3+ years of administrative experience, preferably in property management or a related field
• 1-3 years of relevant customer experience or hospitality experience
• Proficiency in Microsoft Office and CRM systems; Salesforce experience is a plus

Why Join Our Team

At Highwoods you will be part of our people-focused culture, which is a supportive environment where your growth and success are as important as that of our customers. With our customer-centric design, everything we do is driven by the goal of delivering greater value to our customers, their teams and our shareholders. We build and operate spaces that are more than workplaces; they are vibrant parts of the community where success and creativity flourish.

What Sets Us Apart

As part of the Highwoods team, you're not just taking on a job; you're joining a culture that values integrity, collaboration, and growth. We believe our culture is the key to success in the dynamic world of commercial real estate. Every member of our team plays a role in defining and upholding this culture-it's not just words on a page, but a way of working and living every day. We are more than just a commercial real estate company-we are in the business of creating remarkable workplaces that inspire and support growth, community and connection.

Our mission is to build environments and experiences that empower our teammates and customers to achieve more together. When you join Highwoods, you'll bring your unique skills, experiences, and values to life through our shared mission. Together, we create a thriving workplace where every teammate has the support and opportunity to make a meaningful impact.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS:

This job operates in an office setting. This role routinely uses standard office equipment such as computers, phones, and video conferencing equipment. The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Work is of a general office nature; while performing the duties of this job, the employee is regularly required to sit, stand, stoop, balance, walk, kneel, crouch, talk, hear, and see; required to use arms and hands to reach; typing on computer keyboard and using phone is required. Must be able to inspect all areas of the properties, including roof, and/or basement.

May occasionally lift, push, or pull up to 10 pounds.