Property Administrator

The Property Administrator is responsible for providing day-to-day administrative support for one or more property managers. Represents Highwoods Properties in a professional manner to customers, vendors, and the general public. Will champion efforts meant to enhance the customer journey and foster a customer-centric culture within the division.

Work Performed

• Build strong customer relationships by proactively addressing customer concerns and inquiries, demonstrating a positive attitude and dedication to providing exceptional service.
• Assist with customer relations opportunities to promote open communication and trust between Highwoods and our customers.
• Assist with efforts to help drive customer retention, reduce churn, and increase overall customer satisfaction.
• Provide all day-to-day administrative support for one or more property managers.
• Perform general reception duties - greet walk-in customers, visitors, vendors and contractors; handle their needs and direct them to the appropriate staff member.
• Handle 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.
• Handle all the customer and administrative electronic filing system and ensure all documents are properly and promptly filed.
• Perform electronic coding of invoices to conform to budget.
• Assist property management team with special customer events.
• Assist property management team 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 Customer and Vendor Certificates of Insurance for the Alliance Buildings.
• 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.
• Use Prism to enter work orders, conference room reservations, customer contacts (maintaining the day-to-day and afterhours emergency contacts), and bid information for RFPs.
• Coordinate with security to facilitate building access for customer employees, vendors, and contractors.
• Prepare service contracts as directed by the property management team.
• Drive to a nearby property to drop off and pick up paperwork from customers and security as needed.
• Prepare welcome materials for new customers moving into the building.

Division Office Responsibilities

• Load and unload the dishwasher daily; ensure it is run at the end of each day.
• Set out breakroom snacks at the beginning of the day and return them to storage at the end of the day.
• Stock the small cooler located at the lobby reception desk.
• Collect incoming mail from the mailroom and distribute it to the appropriate recipients.
• Monitor inventory levels of office and breakroom supplies as needed and provide an updated list to the Lease Administration Manager.
• Upload customer and vendor Certificates of Insurance (COIs) received at the division office into the appropriate tracking systems (e.g., PRISM and/or Nexus).
• Perform other administrative or office-related tasks as assigned, including miscellaneous duties that may arise in support of the team.

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 an office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and video conferencing equipment.

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.