Administrative Assistant

When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry. Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies, as well as recognition as one of U.S. News & World Report’s Best Companies to Work For in 2024.

Discover endless opportunities to grow and make your mark at Hines.

As an Administrative Assistant with Hines, you will provide advanced administrative and clerical support in an assigned area to ensure the smooth operation of property management activities, including tenant relations, lease administration, vendor coordination, accounts payable and general office support. This position will support multiple individuals. Responsibilities include, but are not limited to:

• Serve as the administrative support to assigned team members by coordinating, facilitating, recording, and communicating their individual, group, and company-wide activities.
• Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate of general information to callers.
• Serve as point of contact for tenant inquiries and service requests.
• Track and follow up on maintenance issues and ensure timely resolution.
• Manage tenant communications with building notices, events and updates.
• Track and maintain tenant and vendor COI’s.
• Coordinate and manage tenant and building events(I.E. holiday events, tenant appreciation events, and community building activities, etc.)
• Oversee daily operations of the building’s amenity center(I.E. conference rooms, fitness center lounge).
• Process monthly tenant utility and miscellaneous billbacks.
• Process vendor invoices and ensure timely payment in accordance with company policies.
• Verify invoice accuracy against contracts and purchase orders.
• Communicate with vendors regarding payment status and resolve discrepancies.
• Assist with monthly financial report and reconciliation tasks.
• Draft service contracts and various vendor agreements.
• Coordinate special activities and liaison functions for assigned team members such as travel arrangements, meetings, interviews, and conference calls.
• As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts, and tables.
• Manage, organize, and distribute record drawings and specification binders.
• Assist in preparing presentations.
• Establish and maintain appropriate filing systems, both manual and electronic. May generate confidential files and reports.
• Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
• Create, update, and maintain departmental databases when appropriate.
• Complete special projects to support assigned area.
• Prepare and process expense reports.
• Ensure that office supplies meet assigned group’s supply and stationary needs.
• Assist in maintaining kitchen supplies.
• Prepare both internal and external mail. This includes special handling packages, internal/external mailings, and mailing lists. Also distribute mail and faxes as needed.

Minimum Requirements include:

• High School Diploma or equivalent from an accredited institution
• Two years of experience in an administrative role in professional office environment.

• Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.

• Demonstrate strong initiative and customer service orientation.

• Interact with employees, visitors and vendors with poise and diplomacy.

• Interpret instructions in written, oral, and diagrammatic or schedule form.

• Ability to manage and prioritize multiple tasks while meeting deadlines.

• Ability to make comparisons between sets of data identifying trends in data, drawing conclusions, and suggesting solutions.

• Demonstrate sound judgment and make independent decisions in routine situations.

• Advanced proficiency in Microsoft Office software, specifically Word, Excel, Outlook and PowerPoint.

• Familiarity with property management software is a plus (I.E Yardi, Building…