Portfolio Operations Coordinator

Why Join Us?

At Highwoods, 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. Through a blend of innovation, care, and commitment to quality, we deliver exceptional spaces that are worth the commute, add value to our customers, and positively impact our communities.

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.

Qualifications:

• 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.
• Prior accounting, commercial real estate, and customer service skills preferred.
• Computer proficiency with Outlook, Word, and Excel. experience in Nexus and Building Engines a plus.

education/Experience:

• 2 – 4 Years working in office administrative role. Commercial property management experience preferred.
• Associates degree

Work Environment:

• This job operates in a professional office environment, as well as throughout a variety of properties. The employee may be exposed to construction sites and various weather conditions.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk, hear, see, sit, walk and stand for prolonged periods of time; use hands to finger, handle, and feel; and reach with hands and arms. The employee may occasionally need to climb, balance, bend, stoop, and crouch. The employee may occasionally lift, push, or pull up to twenty-five pounds. Ability to read, understand, and to communicate information and ideas clearly in writing and orally required.

What Sets Us Apart

As part of the Highwoods team, you are not just taking on a job; you are 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 culture-it is not just words on a page, but a way of working and living every day.