Customer Experience & Administrative Coordinator at Highwoods Careers

As the Customer Experience & Administrative Coordinator you will be key in creating a welcoming environment and supporting seamless daily operations. This role combines administrative support for the property management team of approximately 2m square feet of Class A Commercial Office buildings retail and parking decks in downtown Raleigh with hands-on customer service including event coordination and operational assistance. Youll represent Highwoods professionally to customers vendors and the public while championing efforts to enhance the customer journey and foster a customer-centric culture. This dynamic role requires a high-energy flexible approach balancing administrative tasks with proactive engagement across the portfolio.KEY RESPONSIBILITIES:Customer Engagement & ExperienceServe as the customer concierge ensuring a seamless experience for all customers and visitors.Coordinate and support customer events including food trucks pop-ups wellness initiatives and seasonal activations.Conduct Fitness Center tours and manage waiver agreements.Maintain an updated calendar of local events and notify customers of street closures or city happenings.Periodically visit customers to build relationships and gather feedback.Work with the marketing and property management teams on customer communications and engagement strategies.Develop relationships with local businesses to secure exclusive perks for customers.Manage and oversee reservations for amenity spaces including conference rooms social spaces and common areas.Operations & Administrative SupportProvide 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 for 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.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 lettersMail 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 vendor COIs 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 neededQualifications/Knowledge Skills Abilities:Strong organizational and time management skills with a keen attention to detailExcellent written and verbal communication skills engaging effectively with both technical and non-technical audiencesProactive problem solver with a passion for delivering exceptional serviceExceptional interpersonal skills with the ability to build positive relationships with customers and teamsAbility to work independently and collaboratively while staying focused and accountableThrive in a fast-paced dynamic environment managing multiple priorities with flexibility efficiency and poiseEducation/Experience:Associates degree required; Bachelors degree preferred3 years of administrative experience preferably in property management or a related field1-3 years of relevant customer experience or hospitality experienceProficiency in Microsoft Office and CRM systems; Salesforce experience is a plusWhy Join Our TeamAt Highwoods you will be part of our people-focused culture which is a supportive environment where your growth and success are as important as that of our customers. With our customer-centric design everything we do is driven by the goal of delivering greater value to our customers their teams and our shareholders. We build and operate spaces that are more than workplaces; they are vibrant parts of the community where success and creativity flourish.What Sets Us ApartAs part of the Highwoods team youre not just taking on a job; youre 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 cultureits not just words on a page but a way of working and living every day. We are more than just a commercial real estate company-we are 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. When you join Highwoods youll 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.WORK ENVIRONMENT/PHYSICAL REQUIREMENTS:This job operates in an office setting. This role routinely uses standard office equipment such as computers phones and video conferencing physical requirements 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 sit stand stoop balance walk kneel crouch talk hear and see; required to use arms and hands to reach; typing on computer keyboard and using phone is required. Must be able to inspect all areas of the properties including roof and/or basement.May occasionally lift push or pull up to 30 pounds.This job description is intended to provide a general overview of essential responsibilities and requirements. It is not an exhaustive list of all duties skills or working conditions associated with the position.Required Experience:IC Key Skills Fashion Retail,Advisory,DCS,Activex,Jboss,Architecture Employment Type : Full-Time Experience: years Vacancy: 1