Construction Administrative Coordinator

At Highwoods, our focus is on providing exceptional experiences for everyone involved – our customers, employees, stakeholders, and our local communities. We believe in enhancing the customer experience within our buildings by integrating hospitality and top-notch amenities, creating a work environment that is truly unmatched.

A day in the life:

As a Highwoods Construction Administrative Coordinator, you will be part of a team that strives to provide best in class service to customers in 3.8 million square feet of full-service commercial office buildings in the Tampa Market. The Construction Department provides interior building improvement construction services to current and future customers. This administrative position will facilitate communication with customers, vendors and the internal Highwoods team, and will be the liaison with the leasing department for construction department deliverables. Project reporting, preparing bid packages, processing change orders and maintaining files are responsibilities of this role.

Key Responsibilities:

• Assist the Construction Project Managers and Director of Construction in all areas of the construction process from concept to completion. This will include facilitating communication between the Construction Project Managers and all parties involved directly and indirectly in the construction process.
• Receive, coordinate, and assemble applicable paperwork for construction and provide to Construction Project Managers.
• Initiate and maintain project reports, as related to construction project files including construction documents, bid documents, approvals, and customer correspondences.
• Coordinate and update the construction project tracker sheets on a daily basis.
• Prepare and oversee tenant improvement finish selections for projects.   
• Prepare draft of construction contracts for Project Manager review.
• Assemble CD’s for distribution to tenants for tenant approval sign off.
• Assemble signed and sealed drawings for distribution to permitting service and/or city/county building departments. Follow through on status and receipt of permits.
• Assemble CD’s for distribution to Property Managers, Building and HVAC Technicians. Follow through on review comments.  Provide information received to Project Managers.
• Ensure all CD approvals are received by HIW staff & tenants prior to bid close date.
• Assist in bid package preparation, distribution of Bid notices, and notifications of bid results.
• Prepare bid analysis sheets for Construction Project Managers.
• Submit bids and cost approval letters to tenants based on Construction Project Managers direction.
• Coordinate construction kickoff meeting with the Customer, Contractor, Property Management, and Chief Building Engineer.
• Process and manage all paperwork associated with job change orders, pay applications, and DocuSign processes.
• Prepare and track overage letters and progress payments throughout job duration.
• Record Notice of Commencements for permitted work.
• Receive and distribute construction schedule to tenants, property managers and leasing associates upon receipt of Construction Project Managers approval.
• Schedule final walk-through with appropriate HIW staff upon receipt of Construction Project Managers approval.
• Receive and distribute punch lists from contractors to Construction Project Managers. Upon approval distribute to applicable parties. (Leasing, Property Management and Tenant).
• Ensure construction files are kept updated with applicable paperwork, folders, and electronic files.

Position Requirements:

Position requires an individual who has demonstrated the ability to organize and prioritize multiple competing tasks with continual attention to detail. Must have a high level of interpersonal skills, tact, and diplomacy and demonstrate the ability to work in an in-office team oriented, service environment. Requires an individual who has demonstrated the ability to assist multiple managers to ensure the continuity of the construction process. Requires proficiency in MS Office suite. Must possess a strong work ethic with the ability to process and act upon multiple projects concurrently. This position works on-site; hybrid, work from home options are not available.

Education/Experience:

Associate or bachelor’s degree in a construction related field desired, along with three or more years administrative experience, preferably in a construction or real estate environment.

Why Join Us?
At Highwoods, we’re more than just a commercial real estate company—we’re 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. Through a blend of innovation, care, and commitment to quality, we deliver exceptional spaces that are worth the commute, add value to our customers, and positively impact our communities.

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.

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.

Our Vision in Action
• People-Focused Culture: As a Highwoods teammate, you’ll work in a supportive environment where your growth and success are as important as that of our customers.
• Customer-Centric Design: Everything we do is driven by the goal of delivering greater value to our customers, their teams, and our shareholders.
• Community Vitality: We build and operate spaces that are more than workplaces; they are vibrant parts of the community where success and creativity flourish.

Ready to make an impact?
Join us as we lead the evolution of commercial real estate for the benefit of our customers, communities, and investors. Let’s create exceptional experiences and environments together.