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 Companys esteemed annual list of the Worlds Most Innovative Companies as well as recognition as one of U.S. News & World Reports Best Companies to Work For in 2024. Discover endless opportunities to grow and make your mark at Hines.

As an Administrative Assistant for Property Management with Hines you will provide advanced administrative support to a team or department. Responsibilities include but are not limited to:

• Respond to tenant questions and requests via phone email and ticketing system
• Maintain calendars and coordinate meetings and special events for multiple teams
• Code invoices
• Assist with projects as assigned by Property Manager Engineering Manager and Property Accountant
• Provide great customer service in a dynamic fast paced environment
• Manage Conference Room reservation book
• Nexus: Creates purchase order requests for facilities related expenses and projects
• Verify approve and file COIs for vendors
• Update LOB Vendor and Staff Contact lists
• Maintain office systems phones filing supply orders and general office organization
• Assist with LOB Requests
• Help coordinated inhouse and outside vendor services related to the facilities operations; this includes but is not limited to janitorial pest control lamping carpentry and maintenance contractors
• As requested compose various documents such as agreements correspondence interoffice memos reports charts and tables
• Uploads documents including invoices certificates of insurance to SharePoint
• Screens incoming calls handles all routine matters and forwards only those calls requiring the attention of the next level of management

Minimum Requirements include:

• High School Diploma or equivalent from an accredited institution; Bachelors degree preferred
• Two or more years in an administrative role in a professional office environment
• Advanced knowledge of Microsoft Office strong Excel experience Coupa experience preferred
• Budgetary and invoice coding experience preferred
• Excellent Customer service skills
• Strong attention to detail and followthrough skills in a fastpaced environment
• Work overtime as business needs deem appropriate

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 billion of assets across such property types as living office retail mixeduse logistics and life science projects all designed to enhance value connection and inspiration. Our strategic approach integrates local expertise with global knowledge taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices we recognize that the true driving force behind Hines success is our 5000 dedicated employees in 30 countries who draw on our 65year history to build the world forward. This is why we prioritize investing in our people offering comprehensive training competitive compensation robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team we cultivate an inclusive environment where everyone including our clients can thrive.

Hines is proud to be named to Fast Companys prestigious annual list of the Worlds Most Innovative Companies for 2024. Includes both the global Hines organization and RIA AUM as of December 31 2023.

We are an equal opportunity employer and support workforce diversity.

No calls or emails from third parties at this time please.