Administrative Assistant

Highwoods Careers • Raleigh, NC

23d • Onsite

About The Position

The Administrative Assistant will provide day-to-day administrative support for one or more members of the property management team. This role involves coordinating and supporting customer events, managing amenity reservations, conducting property inspections, and overseeing janitorial services and work orders. The position also supports property managers with various operational tasks, including invoicing, safety initiatives, and special projects like budgeting and reporting. Additionally, the Administrative Assistant will handle accounts receivables, distribute customer surveys, manage vendor invoices, and assist with move-ins/move-outs and access card management.

Requirements

• Strong organizational and time management skills with keen attention to detail
• Excellent written and verbal communication skills, engaging effectively with both technical and non-technical audiences
• Proactive problem solver with a passion for delivering exceptional service
• Exceptional interpersonal skills, with the ability to build positive relationships with customers and teams
• Ability to work independently and collaboratively while staying focused and accountable
• Thrive in a fast-paced, dynamic environment, managing multiple priorities with flexibility, efficiency and poise
• Associate’s degree required
• 3+ years of administrative experience, preferably in property management or a related field
• 1-3 years of relevant customer experience or hospitality experience
• Proficiency in Microsoft Office and CRM systems; Salesforce experience is a plus

Nice To Haves

• Bachelor’s degree preferred
• Salesforce experience is a plus

Responsibilities

• Coordinate and support customer events, including food trucks, pop-ups, wellness initiatives, and seasonal activations.
• Conduct Fitness Center tours and manage waiver agreements.
• Work with the marketing and property management teams on customer communications and engagement strategies.
• Manage and oversee reservations for amenity spaces, including conference rooms, social spaces and common areas.
• Provide day-to-day administrative support for one or more members of the property management team.
• Conduct monthly property inspections and track action items.
• Monitor and manage janitorial services, ensuring all customer requests are addressed promptly.
• Oversee and follow up on work orders in Prism, tracking completion and resolution.
• Maintain and update customer databases in Prism and Salesforce.
• Assist with invoicing additional tenant services, such as electric sub-meters and after-hours HVAC requests.
• Assist with fire drills and safety initiatives, including customer appreciation efforts post-drill.
• Support property managers with the operation of Cafés, Market Places and on-site amenities.
• Support maintenance technicians by coordinating customer communications, managing scheduling, and maintaining accurate equipment lists.
• Assist in third-party vendor coordination, scheduling, and service tracking.
• Stay actively engaged and support communication efforts during emergency situations.
• 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.
• Code and process receipts monthly via Corporate Purchase Card system.
• Issue and track building/suite/amenity access cards.
• Assist with move-ins/move-outs and preparing welcome packets.
• Maintain COI’s and confirm compliance.
• Distribute vendor invoices to department members via electronic Nexus system.
• Verify, code and forward master contract invoices.
• Set up CapX projects and Contracts for managers when needed.
• Create service contracts, work orders and contract amendments and route via DocuSign.
• Send notifications to customers regarding upcoming holidays (after hours HVAC requests).
• Organize & maintain shared files.

Benefits

• 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.
• Build and operate spaces that are more than workplaces; they are vibrant parts of the community where success and creativity flourish.
• Culture that values integrity, collaboration, and growth.
• Create a thriving workplace where every teammate has the support and opportunity to make a meaningful impact.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree