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Administrative Assistant-HR Coordinator

3 months ago

Glen Allen, United States Highwoods Properties Full time
Description

The Administrative Assistant Provides administrative support to the Leasing, Construction and Asset Management departments and acts as the liaison with corporate Human Resources. Professionally represents Highwoods Properties to customers, vendors, and the public. Is a team player and works well with other Highwoods employees. 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 and events to promote open communication and trust between Highwoods and our customers.
  • Provide day-to-day administrative support for leasing and construction.
  • Generate final documents of all leases, amendments, modifications, or other lease contact transactions for use of the division and corporate offices.
  • Work with corporate legal counsel, division leasing team, and corporate Lease Administration to circulate and process all leasing documents.
  • Provide, review and coordinate accuracy of lease abstracts.
  • Manages the division lease file maintenance and lease related distribution.
  • Prepare, maintain, and provide to division leasing profile reports.
  • Attend weekly coordination meetings.
  • Send out daily email noting who is out of the office/on-call and disperse the time off calendar.
  • Assist IT in the corporate office with local IT needs including computer set-up for new hires or collecting old laptops and sending back to corporate.
  • Coordinate and send marketing materials to prospects, clients and customers as needed and track marketing campaigns.
  • Assist with client and customer needs when leasing and construction are not available.
  • Assist with Salesforce entries for leasing and construction.
  • Provide phone coverage for the office's main phone number.
  • File paperwork regarding leasing and construction.
  • Assist leasing with special events.
  • Work with corporate marketing to develop marketing materials for special campaigns & assist leasing and construction with social media posts.
  • Scanning, copying, filing, and other special assignments.
  • Cross-trained on Nexus and other software to provide backup for invoice, capex/BI budget entries, and leasing forecasting.
  • Pick up mail daily from the internal mailbox, stamp and distribute and drop off outgoing mail to the Post Office when necessary.
  • Manage Fed Ex shipments for the office.
  • Order snacks, drinks, and supplies for the office, assist with organization and maintain the office management budget.
  • Manage office copier contracts and ensure supplies are well stocked.
  • Coordinate office lunches and assist with events as needed.
  • Provide front desk coverage and monitor phones as part of the admin team.
  • AREF Division Coordinator- manages data entry and reporting.
  • Other duties as assigned.

Job Requirements

  • Excellent organizational and time management skills
  • Strong interpersonal skills, working with tact, diplomacy, and discretion.
  • Detail-oriented and analytical.
  • Excellent written and oral communication skills
  • Computer proficiency: MS Office (Word, Excel), PowerPoint, DocuSign, Google Docs, Salesforce, and Internet

Education/Experience

  • Associate degree required; bachelor's degree preferred.
  • Three or more years of administrative experience in an office setting is required; experience in commercial real estate is strongly desired.

PHYSICAL DEMANDS

The physical demands described here represent those that must be met by an employee 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; required to use arms and hands to reach and handle; typing on computer keyboard and using phone required. Ability to read, understand, and to 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.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)