This position provides day-to-day administrative support for one or more property managers. Professionally represents Highwoods Properties to customers, vendors, and the general public.

Work Performed

• All day-to-day administrative support for one or more property managers
• Monthly invoicing for additional customer charges such as sub-meters, after-hours HVAC, and other customer requests
• Assist with all correspondence to customers and vendors; set up templates for management staff use
• Assist managers with the distribution and collection of customer surveys
• Keep property management emergency manual current
• Handle all the filing and electronic coding of invoices
• Set up and maintain customer database and email address system
• Assist property managers with special events
• Assist property managers in special projects, including budgeting, preparation of monthly reports, capital expenditures, and annual CAM reconciliation letters
• Responsible for the completion of documents regarding move-in and move-outs as submitted by property managers
• Assist in tracking and updating vendor certificates of insurance
• Maintain customer contact notebook with emergency information
• Assist property managers with accounts receivables, including correspondence to customers, research, and documentation
• Be available as needed to perform/facilitate and maintain a status of active communication during emergencies.
• Review daily security logs and advise of any inconsistencies, work orders, etc.
• Monitor service link system and assign work orders as needed
• Assist customers, maintenance staff, and contractors
• Prepare service contracts as directed by the property manager
• Drive to a nearby property to drop off and pick up paperwork from customers and security as needed
• Prepare new customer welcome books

Job Requirements:

• Demonstrated organizational and time management skills
• Strong interpersonal skills
• Detail-oriented and analytical
• Excellent written and in-person communication skills
• Computer proficiency MS Office and Internet

Education/Experience:

• Associates degree preferred
• Three or more years’ of administrative experience, preferably in property management

Work Environment

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. 

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

Work is of a general office nature; while performing the duties of this job, the employee is regularly required to talk, hear, and see; to use arms and hands to reach and handle; to type on a computer keyboard and use a phone required. Ability to read, understand, and communicate information and ideas clearly in writing and orally required.

The employee may occasionally need to climb, balance, stoop, kneel, or crouch, and lift and/or move up to 10 pounds.