Administrative 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.

Responsibilities

As an Administrative Assistant - Property Management with Hines, you will under general supervision, provide receptionist related duties, and general administrative support. Responsibilities include, but are not limited to:

* Answer multi-line phone system and direct calls appropriately.

* Greet all visitors and directly assist people when appropriate and refer to others when necessary.

* Sign for and contact appropriate person(s) of arriving courier and/or deliveries.

* Obtain office mail daily, date stamp, distribute and process, as necessary.

* Package handling and tracking administration.

* Maintain adequate office supply inventory.

* Make copies as requested.

* Ensure receptionist area is kept clean and in professional order.

* Maintain ethical, professional, and courteous relations with all visitors and contractors.

* Provide general administrative or clerical support as needed.

* As requested, compose various documents such as agreements, correspondence, interoffice memos, reports, charts, and tables.

* Uploads documents, including invoices and certificates of insurance, to appropriate destinations.

* Screens incoming calls, handles all routine matters and forwards only those calls requiring the attention of the next level of management.

* Respond to tenant questions and requests via phone, email, and ticketing system.

* Maintain calendars and coordinate meetings and special events for multiple teams.

* Assist with projects as assigned by Property Manager, Engineering Manager, and Property Accountant

* Provide great customer service in a dynamic, fast-paced environment.

Qualifications

Minimum Requirements include:

* High school diploma or equivalent from an accredited institution.

* Two to five years of experience in a receptionist or administrative role in a professional office environment.

* Demonstrate strong initiative and customer service orientation.

* Draft routine business letters and documents using proper format, punctuation, grammar, diction, and style.

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

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

* File alphabetically and numerically.

* Basic proficiency in Microsoft Office software.

* Type a minimum 50-WPM with accuracy.

* Communicate effectively both verbally and written.

* Ability to work in a team environment.

* Maintain strict confidentiality.

* Work indoors approximately 95% of the time and outdoors 5% of the time.

* Work overtime as business needs deem appropriate.

* Manage Conference Room reservation book.

* Update Vendor and Staff Contact lists.§ Maintain office systems, phones, filing, supply orders, and general office organization

* Operate personal computers and other office equipment.

* Ability to lift up to 25lbs.

* Work overtime as business needs deem appropriate.

Additional Requirements:

* Coupa:
Creates purchase order requests for facilities related expenses and projects.

* Verify, approve, and file COIs for vendors.

* Help coordinated in-house and outside vendor services related to the facilities operations; this includes but is not limited to, janitorial, pest control, lamping, carpentry, and maintenance contractors.

* Code invoices.

* Administration of access badges and parking passes - taking photos, printing badges, managing access control profiles in badging system.

* Help Desk Administration.

* Primary point of contact for entering client requested WO's into Hines CMMS system (Prism).

Closing

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property…