• Job Description

  Req#: 12892

  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 to a team or department. Responsibilities include, but are not limited to:

  • Respond to tenant questions and requests via phone, email, and ticketing system
  • Draft Tenant Memos, monthly late rent letters, other correspondence
  • Prepare contracts
  • Prepare and plan tenant events
  • Maintain calendars and coordinate meetings and special events for multiple teams
  • Sign up vendors through Coupa and have screened in GRMS
  • Manage Conference Room reservation book
  • Code invoices and enter in Nexus for payment
  • Coupa/GRMS: Creates purchase order requests for facilities related expenses and projects
  • Nexus: Input invoices for payment
  • OnSolve – maintain contacts, drafting notices, and sending notices as directed
  • Verify, approve, and file COIs for vendors
  • Help coordinate 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
  • Update LOB, Vendor and Staff Contact lists
  • 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; Bachelor's degree preferred
  • Two or more years of experience in an administrative role in a professional office environment
  • Advanced knowledge of Microsoft Office, strong Excel experience, Coupa experience preferred
  • Budgetary and invoice coding experience preferred
  • Excellent Customer service skills
  • Strong attention to detail and follow-through skills in a fast-paced environment
  • Experience maintaining office systems, phones, filing, supply orders, and general office organization
  • Experience Maintain calendars and coordinate meetings and special events for multiple teams
  • Experience assisting with LOB Requests
  • Work overtime as business needs deem appropriate
  • Compensation: $54,700 - $65,000

  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.

  No calls or emails from third parties at this time please.

• About the company

  Guiding Principles - The Hines standard represents the global real estate benchmark for value creation, integrity, services, and quality for all clients - All Hines products and services are of the highest standard as appropriate for the missi...

Notice