When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you’ll be a part of shaping our future in the years to come.
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
Minimum Requirements include:
• 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, Nexus experience preferred
• Budgetary and invoice coding experience preferred
• Work overtime as business needs deem appropriate
• 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 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
• Strong attention to detail and follow-through skills in a fast-paced environment
