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Highwoods Properties · 1 week ago

Portfolio Operations Coordinator

Atlanta, GA

Full-time

Onsite

Entry, Mid Level

2+ years exp

Highwoods Properties is a commercial real estate company seeking a Portfolio Operations Coordinator. This role is responsible for managing capital projects, supporting asset management, and ensuring compliance with vendor contracts and invoices.

Asset ManagementConstructionReal EstateReal Estate Investment

Responsibilities

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

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

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

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

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

Qualification

Financial AdministrationVendor ManagementProject ManagementCommercial Real EstateNexus SoftwareMulti-taskingOffice AdministrationMicrosoft OfficeEffective CommunicationDetail-orientedTeamwork