Management Assistant

Overview

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.

The Management Assistant is a key operational partner to the 1144 Fifteenth property management team. Working with a high degree of independence and judgment, this role manages complex recurring property processes, coordinates cross-functional deliverables, supports financial and lease administration, and drives timely resolution of operational, tenant, vendor, and compliance matters. The position is expected to anticipate needs, identify risks or gaps, recommend practical solutions, and maintain accountability across multiple priorities.

Responsibilities included, but are not limited to:

• Independently manage and advance property management priorities, recurring obligations, approvals, deadlines, and action items; establish clear ownership, next steps, due dates, and escalation paths.
• Own routine accounts payable and receivable administration, including invoice coding and entry, purchase-order tracking, tenant adjustments, expense reports, monthly accrual support, and follow-up on pending or unapproved items.
• Coordinate monthly reporting and decision-support materials by compiling and validating information, maintaining supporting schedules, analyzing discrepancies and trends, and presenting clear findings or recommendations to management and accounting.
• Oversee administrative execution of vendor and service contracts, including routing, approvals, signatures, compliance documentation, critical dates, renewals, and resolution of outstanding requirements.
• Coordinate routine vendor work with property management and engineering, including scheduling, access, tenant-impact planning, proposal follow-up, insurance compliance, documentation, and confirmation of completion.
• Track and maintain tenant and vendor certificates of insurance and other compliance documentation; proactively address missing, expired, or incomplete items.
• Maintain the work order process, including routing, follow-up, callbacks, reporting, and escalation of aging or recurring service issues.
• Support lease administration by maintaining critical-date and encumbrance schedules, building stacking plans, tenant records, move-in and move-out requirements, and related documentation.
• Lead or support parking, access-card, bike, contact, document-control, and inspection audits; reconcile records, document findings, and coordinate corrective actions.
• Help plan and execute tenant engagement initiatives, building communications, newsletters, tenant meetings, and special events, including vendor coordination, budgets, logistics, and post-event follow-up.
• Prepare correspondence, agreements, reports, presentations, meeting materials, charts, and tables with strong accuracy, formatting, and professionalism.
• Maintain organized and current electronic filing systems in SharePoint and other approved platforms; archive superseded documents and ensure final records are easy to locate.
• Provide backup coverage for key office and tenant-facing functions and support the General Property Manager, property management team, engineering, and accounting on special projects.
• Exercise sound independent judgment to prioritize and resolve operational, tenant, financial, and compliance matters, escalating material risks while keeping routine and strategic work moving without continuous direction.

Minimum Requirements include:

• Three to five years of directly relevant commercial property management experience required.
• High school diploma or equivalent required; college degree strongly preferred.
• Experience with vendors, tenants, contracts, invoices, work orders, and lease administration required.
• Advanced proficiency in Microsoft Office, especially Excel, Outlook, Word, Teams, and SharePoint; ability to quickly learn property and accounting systems.
• Strong financial and analytical aptitude, including business math, data comparison, reconciliation, and identification of discrepancies or trends.
• Exceptional organization, follow-through, proofreading, and deadline management across multiple simultaneous priorities.
• Confident,…