Real Estate Administrative Coordinator

2 weeks ago

Atlanta, Georgia, United States Highwoods Properties Full time
Position Overview:
The Real Estate Administrative Coordinator plays a crucial role in delivering daily administrative assistance to property management teams. This position represents Highwoods Properties with professionalism to clients, suppliers, and the community at large. The coordinator will lead initiatives aimed at improving the client experience and nurturing a service-oriented environment within the organization.

Key Responsibilities:
  • Develop robust client relationships by proactively resolving inquiries and concerns, showcasing a positive demeanor and commitment to outstanding service.
  • Support customer engagement efforts to ensure transparent communication and trust between Highwoods and its clientele.
  • Contribute to strategies aimed at enhancing customer loyalty, minimizing turnover, and boosting overall satisfaction.
  • Provide comprehensive administrative support to property management teams.
  • Manage monthly billing for additional client charges, including utility sub-meters and after-hours services.
  • Facilitate all communications with clients and suppliers; create templates for management use.
  • Assist managers in distributing and collecting client feedback surveys.
  • Ensure the property management emergency manual is up-to-date.
  • Oversee the filing and electronic organization of invoices.
  • Establish and maintain a client database and email communication system.
  • Support property managers in organizing special events and projects, including budgeting, monthly reporting, capital expenditures, and annual reconciliations.
  • Handle documentation related to tenant move-ins and move-outs as directed by property managers.
  • Assist in monitoring and updating vendor insurance certificates.
  • Maintain a client contact notebook with emergency details.
  • Support property managers with accounts receivable tasks, including client correspondence and documentation.
  • Be available to facilitate communication during emergencies.
  • Review daily security logs and report any discrepancies or work orders.
  • Manage the service link system and assign work orders as necessary.
  • Assist clients, maintenance personnel, and contractors as needed.
  • Prepare service agreements as instructed by property management.
  • Travel to nearby properties to deliver and collect paperwork as required.
  • Create welcome packages for new clients.

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

Education and Experience:
  • Preferred: Associate's degree.
  • Minimum of three years of administrative experience, ideally within property management.

Work Environment:
This role is based in an office setting and involves the use of standard office equipment, including computers, telephones, photocopiers, and video conferencing tools.

Physical Requirements:
The physical demands of this position include regular communication, typing, and the ability to lift and move items up to 10 pounds. The employee may occasionally need to climb, balance, stoop, kneel, or crouch as part of their duties.

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