What are the responsibilities and job description for the Property Administrator position at Highwoods Properties?
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.
- 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 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.
