Overview

When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you'll be a part of shaping our future in the years to come.

Responsibilities

As an Administrative Assistant with Hines, you will provide advanced administrative and clerical support to ensure the smooth operation of an assigned area. This position will support multiple individuals. Responsibilities include, but are not limited to:

• Greet all visitors entering the Property Management Office (PMO) and including tenants and vendors.
• Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate general information to callers.
• Evaluate and make recommendations on office equipment, computers, and software, etc.
• Assist with maintaining and ordering offices supplies.
• Maintain office staff emergency contact information.
• Distribute access cards and keys to approved tenant personnel.
• Maintain accounts payable by preparing checks for special handling and mailing.
• Follow up with vendors regarding checks that are outstanding.
• Prepare Purchase Orders for Property Managers/Engineering.
• Create new vendor codes and obtain OFAC for compliance.
• Prepare and maintain files for E-docs, Tenant Lease book, etc.
• Prepare budget details for certain accounts.
• Assist in the gathering of information from appropriate personnel for external and internal audit requests.
• Maintain the accounting filing system in accordance with policy.
• 527 Madison invoice processing and other administrative duties as needed.
• Assist in the preparation of variance reports such as 1099, W9, processing of Purchase Orders for accruals in a monthly basis and annual plan presentation.

Qualifications

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution.
• Two or more years experience in an administrative support role in a professional office environment.
• Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
• Demonstrate strong initiative and customer service orientation.
• Interact with employees, visitors and vendors with poise and diplomacy.
• Interpret instructions in written, oral, and diagrammatic or schedule form.
• Ability to manage and prioritize multiple tasks while meeting deadlines.
• Ability to make comparisons between sets of data identifying trends in data, drawing conclusions, and suggesting solutions.
• Demonstrate sound judgment and make independent decisions in routine situations.
• Advanced proficiency in Microsoft Office software, specifically Word, Excel, and PowerPoint.
• Type a minimum 60-WPM with accuracy.
• Ability to perform business related mathematical calculations.
• Strong verbal and written communication skills.
• Demonstrate strong attention to detail and proofreading abilities.
• Ability to work in a team environment.
• Maintain strict confidentiality.
• Compensation: $60,200 - $86,020.

Hines is a privately owned global real estate investment firm founded in 1957 with a presence in 285 cities in 28 countries. Hines oversees investment assets under management totaling approximately $90.3 billion¹. In addition, Hines provides third-party property-level services to 373 properties totaling 114.2 million square feet. Historically, Hines has developed, redeveloped or acquired approximately 1,530 properties, totaling over 511 million square feet. The firm currently has more than 198 developments underway around the world. With extensive experience in investments across the risk spectrum and all property types, and a foundational commitment to ESG, Hines is one of the largest and most-respected real estate organizations in the world. Visit www.hines.com for more information. ¹Includes both the global Hines organization as well as RIA AUM as of December 31, 2021.

We are an equal opportunity employer and support workforce diversity.

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