Administrative Assistant

We are an equal opportunity employer and support workforce diversity. No calls or emails from third parties at this time please.

About Hines

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.

$70,000- $91,000; 3% Bonus Pool Closing At Hines, we believe the built world is ultimately about people.

As one of the world’s largest privately held real assets firms, we bring nearly seven decades of investment, development, and management experience to work that shapes cities and communities around the world.

Our people make that possible.

Hines is proud to be named to Fast Company’s annual list of the World’s Most Innovative Companies for 2024.

Responsibilities

• As an Administrative Assistant - Property Management with Hines, you will provide 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
• 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 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
• 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
• Excellent Customer service skills

Requirements

• High school diploma or equivalent from an accredited institution; Bachelor's degree preferred
• Two or more years in an administrative support role in a professional office environment
• Advanced knowledge of Microsoft Office, strong
• Excel experience, Coupa experience preferred
• Budgetary and invoice coding experience preferred 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
• Strong attention to detail and follow-through skills in a fast-paced environment

Benefits

• Across 29 countries, more than 4,600 colleagues bring different perspectives and expertise to Hines, with opportunities to take on meaningful responsibility, learn from leaders across the business, and build a career with room to evolve.
• We support that journey through professional development, competitive rewards, comprehensive benefits, and a culture grounded in trust and high standards.