Construction Coordinator

The Construction Coordinator works as a member of the Construction Department which provides interior building improvement construction services to current and future customers. This administrative position will facilitate communication with customers, vendors and the internal Highwoods team, and will be the liaison with the leasing department for construction department deliverables. Project reporting, preparing bid packages, processing change orders and maintaining files are responsibilities of this role.

WORK PERFORMED:

• Assist the Construction Project Managers and Director of Construction in all areas of the construction process from concept to completion. This will include facilitating communication between the Construction Project Managers and all parties involved directly and indirectly in the construction process.
• Receive, coordinate, and assemble applicable paperwork for construction and provide to Construction Project Managers.
• Initiate and maintain project reports, as related to construction project files including construction documents, bid documents, approvals, and customer correspondences.
• Coordinate and update the construction project tracker sheets on a daily basis.
• Prepare and oversee tenant improvement finish selections for projects.
• Prepare draft of construction contract for Project Managers review.
• Assemble CD's for distribution to tenants for tenant approval sign off.
• Assemble signed and sealed drawings for distribution to permitting service and/or city/county building departments. Follow through on status and receipt of permits.
• Assemble CD's for distribution to Property Managers, Building and HVAC Technicians. Follow through on review comments. Provide information received to Project Managers.
• Ensure all CD approvals are received by HIW staff & tenants prior to bid close date.
• Assist in bid package preparation, distribution of Bid notices, and notifications of bid results.
• Prepare bid analysis sheets for Construction Project Managers.
• Submit bids and cost approval letters to tenants based on Construction Project Managers direction.
• Coordinate construction kickoff meeting with the Customer, Contractor, Property Management, and Chief Building Engineer.
• Process and manage all paperwork associated with job change orders, pay applications, and DocuSign processes.
• Prepare and track overage letters and progress payments throughout job duration.
• Record Notice of Commencements for permitted work.
• Receive and distribute construction schedule to tenants, property managers and leasing associates upon receipt of Construction Project Managers approval.
• Schedule final walk-through with appropriate HIW staff upon receipt of Construction Project Managers approval.
• Receive and distribute punch lists from contractors to Construction Project Managers. Upon approval distribute to applicable parties. (Leasing, Property Management and Tenant).
• Ensure construction files are kept updated with applicable paperwork, folders, and electronic files.
• Participate in weekly projects meetings as needed per Project Managers request, and prepare project meeting minutes.
• Prepare project close out documents
• Lease Review, Summary, and Compliance
• Request COI, w9, and new vendor information
• Maintain and track warranty issues
• Maintain accurate building stacking plans and floor plans in coordination with internal and external teams
• Update proposal templates in a consistent and professional format
• Maintain up-to-date vacancy suite condition spreadsheets with marketing specialist
• Assist with leasing, marketing, and customer experience events
• Support special projects as needed

JOB REQUIREMENTS:

Work requires an individual who has demonstrated the ability to organize and prioritize multiple competing tasks. Work requires continual attention to detail. Must have a high level of interpersonal skills, tact, and diplomacy to demonstrate the ability to work in an in-office team oriented, service environment. Requires an Individual who has demonstrated the ability to assist multiple managers to ensure the continuity of the construction process. Requires proficiency in MS office, including Word and Excel. Position requires a strong work ethic and ability to process and act upon multiple projects concurrently. Hybrid or work from home options are not available for this position.

EDUCATION/EXPERIENCE:

Preferred experience in a construction firm or real estate environment. Associate or bachelor's degree in a construction related field preferred.

Why Join Us?

At Highwoods, we're more than just a commercial real estate company-we're 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.

What Sets Us Apart

As part of the Highwoods team, you're not just taking on a job; you're 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's not just words on a page, but a way of working and living every day.

When you join Highwoods, you'll bring your unique skills, experiences, and values to life through our shared mission. Together, we create a thriving workplace where every teammate has the support and opportunity to make a meaningful impact.

Our Vision in Action

• People-Focused Culture: As a Highwoods teammate, you'll work in a supportive environment where your growth and success are as important as that of our customers.
• Customer-Centric Design: Everything we do is driven by the goal of delivering greater value to our customers, their teams, and our shareholders.
• Community Vitality: We build and operate spaces that are more than workplaces; they are vibrant parts of the community where success and creativity flourish.

Ready to make an impact?

Join us as we lead the evolution of commercial real estate for the benefit of our customers, communities, and investors. Let's create exceptional experiences and environments together.