Administrative Assistant

The Administrative Assistant Provides administrative support to the property management team. Represents Highwoods in a professional manner to customers, vendors, and the public. Will champion efforts meant to enhance the customer journey and foster a customer-centric culture within the division. Is a team player and works with other Highwoods employees for the good of the company.

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.
• All day-to-day administrative support to four Property Managers.
• Provide administrative support to Director of Asset Management and Director of Property Management.
• Monthly invoicing of additional customer charges such as excess electric and HVAC generated by monthly meter reports and customer requests.
• Update customer contacts as necessary in multiple locations such as emergency information, accounting, Salesforce and ServiceLink.
• 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.
• Distribute vendor invoices to department members via the electronic Nexus system.
• Verify, code and forward master contract invoices.
• Manage janitorial updates for all Property Managers
• Assist with building inspections when requested.
• Set up CapX projects and Contracts for managers when needed

Requirements:

• Effective organizational and time management skills
• Strong interpersonal skills
• Detail-oriented and analytical
• Basic understanding of accounting principals
• Excellent written and oral communication skills
• Computer proficiency MS Office and Internet

Education/Experience:

• Associate's degree preferred
• 2+ years of administrative experience
• Property management experience is a plus

Work Environment

Professional office setting; routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Regular walking may occasionally need to climb, balance, stoop, kneel or crouch and lift and/or move up to ten pounds.