Administrative Assistant

The Administrative Assistant will provide day-to-day administrative support for the asset management, property management and maintenance teams, and assist with the general operation of the Tampa division office. Represents Highwoods Properties 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.

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.
• Assist with all correspondence to customers and vendors; set up templates for management staff use
• Create trade contracts and manage through the execution process via DocuSign
• Keep property management emergency/hurricane manual, property lists, building data, customer data and property management division information current
• Handle purchase orders, PCard processing and invoice processing as needed.
• Assist property managers with special events.
• Tracking and updating of vendor and customer certificates of insurance
• Be available as needed to perform/facilitate and maintain a status of active communication during emergencies
• Maintain Maintenance and HVAC Tech uniform inventory, placing orders as necessary
• General office duties include office/breakroom supply orders, copy machine supplies, distribute mail and serve as primary contact for division purchasing accounts
• General administrative support for DAM as needed
• Assist in annual preparation of Office Management budget and monitor OM expenditures
• Assist in implementation of Asset Management/Property Management initiatives
• Update and maintain vendor library information in partnership with AP Coordinator
• Assist Maintenance Manager and HVAC team with administrative tasks as needed.

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, Adobe Pro, DocuSign

Education/Experience:

• Associate's degree or equivalent relative experience required
• Bachelor's degree preferred
• Two or more years' administrative experience, preferably in property management

Work Environment

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, scanners, and video conferencing equipment.

Physical Demands

The physical demands 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 talk, hear, and see, use arms and hands to reach and handle, type on a computer keyboard, and use a phone. The ability to read, understand, and communicate information and ideas clearly in writing and orally is required.