Portfolio Operations Coordinator

Highwoods Careers•Atlanta, GA

2d•Onsite

About The Position

The Portfolio Operations Coordinator is responsible for setting up, tracking, and reconciling Building Improvement capital projects while assisting with select operating expenses and land asset invoices. The position supports the Sr. Director of Asset Management, Manager of Facility Operations, and Director of Construction on day-to-day needs and special projects, including acquisitions and dispositions. The ideal candidate is highly organized, detail-oriented, and skilled at managing multiple priorities in a dynamic, team-oriented environment.

Requirements

Ability to prioritize and work both as team member and independently.
Effective communication skills when dealing with vendors, contractors, co-workers, and customers.
Must be detailed oriented and organized with ability to multi-task.
Computer proficiency with Outlook, Word, and Excel.
2 – 4 Years working in office administrative role.

Nice To Haves

Prior accounting, commercial real estate, and customer service skills preferred.
Experience in Nexus and Building Engines a plus.
Commercial property management experience preferred.
Associates degree

Responsibilities

Director and Team Support Serve as the primary point of contact for Division Directors, assisting with scheduling, meeting coordination, conference calls, and general administrative needs.
Track and follow up on project statuses, invoices, and team requests to ensure timely completion.
Schedule and organize division meetings, including sending calendar invitations and reserving conference rooms.
Provide back-up support to onsite Property Management teams during absences to ensure seamless customer service.
Project and Contract Management Set up, track, and manage building-related capital projects from initiation through close-out.
Prepare and process project-related contracts and documentation for approval (e.g., HVAC, roofing, paving, electrical upgrades).
Coordinate emergency or time-sensitive projects, demonstrating flexibility and responsiveness.
Financial Administration Review, code, and process invoices for capital projects, operating expenses, and land holdings using the Nexus payables system.
Assist with invoice sorting and delegation from Property Accounting.
Support the Division Accounting Manager with purchase card reconciliation as needed.
Vendor and Compliance Management Create and maintain Master Agreements and Certificates of Insurance (COIs) for vendors and contractors.
Review and upload COIs into Nexus and Prism to ensure compliance with company policies.
Office and Facilities Support Assist with office management tasks in collaboration with the Property Administrator.
Oversee the ordering and distribution of uniforms for maintenance personnel.
Pick up and distribute office mail as needed to ensure timely delivery.