Administrative Assistant in New York, New York at Hines

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:

• Respond to tenant questions and requests via phone, email, and ticketing system

• Maintain calendars and coordinate meetings and special events for multiple teams

• Code invoices

• 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 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: $70,000- $91,000; 3% Bonus Pool

Closing

At Hines, we believe the built world is ultimately about people. As one of the world’s largest privately held real assets firms, we bring nearly seven decades of investment, development, and management experience to work that shapes cities and communities around the world.

Our people make that possible. Across 29 countries, more than 4,600 colleagues bring different perspectives and expertise to Hines, with opportunities to take on meaningful responsibility, learn from leaders across the business, and build a career with room to evolve. We support that journey through professional development, competitive rewards, comprehensive benefits, and a culture grounded in trust and high standards.

Hines is proud to be named to Fast Company’s annual list of the World’s Most Innovative Companies for 2024.

We are an equal opportunity employer and support workforce diversity.

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

Closing

Hines is a global real estate investment, development and property manager. The firm was founded by Gerald D. Hines in 1957 and now operates in 28 countries. We manage a $92.3B¹ portfolio of high-performing assets across residential, logistics, retail, office and mixed-use strategies. Our local teams serve 634 properties totaling over 225 million square feet globally. We are committed to a net zero carbon target by 2040 without buying offsets. To learn more about Hines, visit www.hines.com and follow @Hines on social media. ¹Includes both the global Hines organization as well as RIA AUM as of June 30, 2022.

Visit www.hines.com for more information.

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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