Real Estate Administrative Coordinator

2 weeks ago


Atlanta, Georgia, United States Highwoods Properties Full time

The Real Estate Administrative Coordinator plays a vital role in delivering daily administrative assistance to one or more property managers. This position represents Highwoods Properties with professionalism to clients, suppliers, and the public. The coordinator will lead initiatives aimed at improving the customer experience and nurturing a customer-focused environment within the organization.

Key Responsibilities

  • Develop robust customer relationships by proactively addressing inquiries and concerns, showcasing a positive demeanor and commitment to outstanding service.
  • Support customer relations initiatives to foster open communication and trust between Highwoods and its clientele.
  • Contribute to strategies that enhance customer retention, minimize turnover, and boost overall satisfaction.
  • Provide comprehensive administrative support for one or more property managers.
  • Manage monthly billing for additional customer charges, including sub-metering, after-hours HVAC services, and other client requests.
  • Facilitate all communications with customers and vendors; create templates for management use.
  • Assist managers in the distribution and collection of customer feedback surveys.
  • Ensure the property management emergency manual is up-to-date.
  • Oversee the filing and electronic processing of invoices.
  • Establish and maintain a customer database and email communication system.
  • Support property managers with special events and projects, including budgeting, monthly report preparation, capital expenditures, and annual reconciliation letters.
  • Handle documentation related to tenant move-ins and move-outs as submitted by property managers.
  • Assist in monitoring and updating vendor insurance certificates.
  • Maintain a customer contact notebook with emergency details.
  • Support property managers with accounts receivable tasks, including customer correspondence, research, and documentation.
  • Be available to facilitate and maintain effective communication during emergencies.
  • Review daily security logs and report any discrepancies, work orders, etc.
  • Monitor the service link system and assign work orders as necessary.
  • Assist customers, maintenance personnel, and contractors.
  • Prepare service contracts as directed by the property manager.
  • Travel to nearby properties to deliver and collect paperwork from clients and security as required.
  • Create welcome packages for new customers.

Qualifications:

  • Proven organizational and time management abilities.
  • Strong interpersonal communication skills.
  • Detail-oriented with analytical capabilities.
  • Excellent written and verbal communication skills.
  • Proficient in MS Office and internet applications.

Education and Experience:

  • Associate's degree preferred.
  • Three or more years of administrative experience, ideally in property management.

Work Environment

This position operates in an office environment and routinely utilizes standard office equipment such as computers, telephones, photocopiers, and video conferencing tools.

Physical Requirements

The physical demands outlined here represent those that an employee must meet to successfully perform the essential functions of this role. The work is primarily office-based; while performing the duties of this job, the employee is regularly required to communicate verbally and audibly, use hands and arms to reach and handle, type on a computer keyboard, and operate a phone. The ability to read, comprehend, and communicate information clearly in both written and spoken forms is essential.

Occasionally, the employee may 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.


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