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 with Hines, you will provide administrative support for daily operations of a multi-property campus. Responsibilities include, but are not limited to:

• Provide proficient and accurate administrative support to property management team

• Prepare contracts and purchase orders as requested by management, upload to DocuSign and circulate for signatures, follow up with vendors/contractors, and file accurately once completed

• Maintain and update tenant group e-mail rosters for property management teams

• Maintain electronic records as directed by management.  Organize and file documents

• Reconcile invoices to contracts and purchase orders at minimum weekly. Close purchase orders and contracts once invoices are received.  Prepare monthly open items reports

• Provide account payables support by receiving and processing invoices in AP database

• Review, code and process contract and overtime invoices for janitorial, engineering and security vendor. Check in with construction and property management regarding project invoices

• Create and maintain tenant profiles for various platforms; maintain current contact lists for building communications

• Update emergency contact information in OnSolve/SendWordNow database

• Participate, support, and coordinate with other team members special building activities (i.e. tenant social events) as requested by management

• Assist in tenant matters, including but not limited to coordinating special requests with building staff and/or outside vendors, as requested by management

• Check supplies and equipment around the office to ensure availability and stock. Check and refill copier daily or as necessary

• Attend weekly operations meeting with the team.

Qualifications

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, 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

• Verify, approve, and file COIs for vendors

• Maintain office systems, phones, filing, supply orders, and general office organization

• Help coordinate in-house and outside vendor services related to the office

• 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

• Compensation: $70,000 - $100,100

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