Administrative Assistant in New York, New York at 3 Bryant Park

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

Accounts Receivable (AR):

• Process and track tenant rent payments, utilities, and other building service receivables
• Monitor aging reports and follow up on outstanding balances
• Coordinate with tenants and accounting to resolve discrepancies
• Maintain accurate records of all incoming payments

Accounts Payable (AP):

• Review, code, and process vendor invoices in a timely manner
• Ensure proper approvals are obtained in accordance with company policies
• Coordinate with vendors to resolve billing issues
• Maintain organized and accurate AP records
• On board vendors to receive AHC payments, reducing the number of physical checks sent through the mail

Contract Management:

• Maintain and track service contracts, including expirations and renewals
• Assist in preparing, reviewing, and routing contracts for execution
• Ensure vendor compliance with insurance and documentation requirements
• Maintain vendor files and support contract audits as needed

Administrative Support:

• Support the property management team with general administrative tasks
• Maintain tenant and vendor files, both digital and physical
• Assist with reporting, data entry, and document management
• Coordinate with building staff and service providers as needed

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

• 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

• Compensation: $65,000 - $75,000