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 ri