Administrative Assistant

Hines Administrative Assistant - Property ManagementWhen 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.ResponsibilitiesAs an Administrative Assistant - Property Management with Hines, you will provide administrative support to a team or department. Responsibilities include, but are not limited to:Accounts Receivable (AR): Process and track tenant rent payments, utilities, and other building service receivablesMonitor aging reports and follow up on outstanding balancesCoordinate with tenants and accounting to resolve discrepanciesMaintain accurate records of all incoming paymentsAccounts Payable (AP): Review, code, and process vendor invoices in a timely mannerEnsure proper approvals are obtained in accordance with company policiesCoordinate with vendors to resolve billing issuesMaintain organized and accurate AP recordsOn board vendors to receive AHC payments, reducing the number of physical checks sent through the mailContract Management: Maintain and track service contracts, including expirations and renewalsAssist in preparing, reviewing, and routing contracts for executionEnsure vendor compliance with insurance and documentation requirementsMaintain vendor files and support contract audits as neededAdministrative Support: Support the property management team with general administrative tasksMaintain tenant and vendor files, both digital and physicalAssist with reporting, data entry, and document managementCoordinate with building staff and service providers as neededQualificationsMinimum Requirements include:High School Diploma or equivalent from an accredited institution; bachelor's degree preferredTwo or more years in an administrative support role in a professional office environmentAdvanced knowledge of Microsoft Office, strong Excel experience, Coupa experience preferredBudgetary and invoice coding experience preferredWork indoors approximately 95% of the time and outdoors 5% of the timeWork overtime as business needs deem appropriateManage Conference Room reservation bookNexus: Creates purchase order requests for facilities related expenses and projectsVerify, approve, and file COIs for vendorsUpdate LOB, Vendor and Staff Contact listsMaintain office systems, phones, filing, supply orders, and general office organizationAssist with LOB RequestsHelp 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 contractorsAs requested, compose various documents such as agreements, correspondence, interoffice memos, reports, charts, and tablesUploads documents, including invoices, certificates of insurance, to SharePointScreens incoming calls, handles all routine matters and forwards only those calls requiring the attention of the next level of managementExcellent customer service skillsStrong attention to detail and follow-through skills in a fast-paced environmentCompensation: $65,000 - $75,000ClosingAt Hines, we strive for excellence as a leading global real estate investment manager, driven by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, 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 5,000 dedicated employees in 30 countries who draw on our 65-year 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 Company's prestigious annual list of the World's Most Innovative Companies for 2024. ¹Includes 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.