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 recognition on Fast Company’s list of the World’s Most Innovative Companies and 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 provide administrative support to a team or department. Responsibilities include, but are not limited to:
- Responding to tenant questions and requests via phone, email, and ticketing system
- Maintaining calendars and coordinating meetings and special events for multiple teams
- Coding invoices
- Assisting with projects as assigned by Property Manager, Engineering Manager, and Property Accountant
- Providing excellent customer service in a dynamic, fast-paced environment
Qualifications
Minimum Requirements include:
- High School Diploma or equivalent from an accredited institution
- Two years of experience in an administrative role in a professional office environment
- Advanced knowledge of Microsoft Office, strong Excel skills, 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
- Managing conference room reservation book
- Creating purchase order requests for facilities-related expenses and projects (Nexus)
- Verifying, approving, and filing Certificates of Insurance (COIs) for vendors
- Updating Line of Business (LOB), Vendor, and Staff Contact lists
- Maintaining office systems, phones, filing, supply orders, and general organization
- Assisting with LOB requests
- Coordinating in-house and outside vendor services related to facilities operations, including janitorial, pest control, lamping, carpentry, and maintenance contractors
- Composing various documents such as agreements, correspondence, interoffice memos, reports, charts, and tables as needed
- Uploading documents, including invoices and certificates of insurance, to SharePoint
- Screening incoming calls, handling routine matters, and forwarding calls as necessary
- Work indoors approximately 95% of the time and outdoors 5% of the time
- Working overtime as needed based on business requirements
Closing
At Hines, we strive for excellence as a leading global real estate investment manager, driven by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across property types such as living, office, retail, mixed-use, logistics, and life science projects—designed to enhance value, connection, and inspiration. Our strategic approach combines local expertise with global knowledge, taking calculated risks to exceed expectations and tailor solutions to our clients' needs.
While our projects are renowned for city enhancement and sustainable practices, the true driving force behind Hines' success is our 5,000 dedicated employees across 30 countries, leveraging our 65-year history to build the world forward. We prioritize investing in our people through comprehensive training, competitive compensation, robust benefits, and generous vacation packages. Our inclusive environment fosters growth and wellbeing, enabling everyone—our clients included—to thrive.
Hines is proud to be named to Fast Company’s 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.
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