Portfolio Operations Coordinator

The Portfolio Operations Coordinator is responsible for setting up, tracking, and reconciling Building Improvement capital projects while assisting with select operating expenses and land asset invoices. The position supports the Sr. Director of Asset Management, Manager of Facility Operations, and Director of Construction on day-to-day needs and special projects, including acquisitions and dispositions. The ideal candidate is highly organized, detail-oriented, and skilled at managing multiple priorities in a dynamic, team-oriented environment.

KEY RESPONSIBILITIES:

Director and Team Support

• Serve as the primary point of contact for Division Directors, assisting with scheduling, meeting coordination, conference calls, and general administrative needs.
• Track and follow up on project statuses, invoices, and team requests to ensure timely completion.
• Schedule and organize division meetings, including sending calendar invitations and reserving conference rooms.
• Provide back-up support to onsite Property Management teams during absences to ensure seamless customer service.

Project and Contract Management

• Set up, track, and manage building-related capital projects from initiation through close-out.
• Prepare and process project-related contracts and documentation for approval (e.g., HVAC, roofing, paving, electrical upgrades).
• Coordinate emergency or time-sensitive projects, demonstrating flexibility and responsiveness.

Financial Administration

• Review, code, and process invoices for capital projects, operating expenses, and land holdings using the Nexus payables system.
• Assist with invoice sorting and delegation from Property Accounting.
• Support the Division Accounting Manager with purchase card reconciliation as needed.

Vendor and Compliance Management

• Create and maintain Master Agreements and Certificates of Insurance (COIs) for vendors and contractors.
• Review and upload COIs into Nexus and Prism to ensure compliance with company policies.

Office and Facilities Support

• Assist with office management tasks in collaboration with the Property Administrator.
• Oversee the ordering and distribution of uniforms for maintenance personnel.
• Pick up and distribute office mail as needed to ensure timely delivery.

QUALIFICATIONS/KNOWLEDGE, SKILLS, ABILITIES:

• Ability to prioritize and work both as team member and independently.
• Effective communication skills when dealing with vendors, contractors, co-workers, and customers.
• Must be detailed oriented and organized with ability to multi-task.
• Prior accounting, commercial real estate, and customer service skills preferred.
• Computer proficiency with Outlook, Word, and Excel. Experience in Nexus and Building Engines a plus.

EDUCATION/EXPERIENCE:

• 2 – 4 Years working in office administrative role. Commercial property management experience preferred.
• Associates degree

Work Environment:

This job operates in a professional office environment, as well as throughout a variety of properties. The employee may be exposed to construction sites and various weather conditions.

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 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 25  pounds. 

This job description is intended to provide a general overview of essential responsibilities and requirements. It is not an exhaustive list of all duties, skills, or working conditions associated with the position.