Customer Experience & Administrative Coordinator

Highwoods Careers•Raleigh, NC

4d•Onsite

About The Position

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. You’ll 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.

Requirements

Strong organizational and time management skills with a keen attention to detail
Excellent written and verbal communication skills, engaging effectively with both technical and non-technical audiences
Proactive problem solver with a passion for delivering exceptional service
Exceptional interpersonal skills, with the ability to build positive relationships with customers and teams
Ability to work independently and collaboratively while staying focused and accountable
Thrive in a fast-paced, dynamic environment, managing multiple priorities with flexibility, efficiency and poise
Associate’s degree required; Bachelor’s degree preferred
3+ years of administrative experience, preferably in property management or a related field
1-3 years of relevant customer experience or hospitality experience
Proficiency in Microsoft Office and CRM systems; Salesforce experience is a plus

Nice To Haves

Bachelor’s degree preferred
Salesforce experience is a plus

Responsibilities

Customer Engagement & Experience Serve 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 Support Provide 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 letters Mail 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 COI’s 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 needed