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 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.

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