As an Administrative Assistant with Hines, you will provide administrative support for daily operations of a multi-property campus.
Responsibilities include, but are not limited to:
Provide proficient and accurate administrative support to property management team
Prepare contracts and purchase orders as requested by management, upload to DocuSign and circulate for signatures, follow up with vendors/contractors, and file accurately once completed
Maintain and update tenant group e-mail rosters for property management teams
Maintain electronic records as directed by management. Organize and file documents
Reconcile invoices to contracts and purchase orders at minimum weekly. Close purchase orders and contracts once invoices are received. Prepare monthly open items reports
Provide account payables support by receiving and processing invoices in AP database
Review, code and process contract and overtime invoices for janitorial, engineering and security vendor. Check in with construction and property management regarding project invoices
Create and maintain tenant profiles for various platforms; maintain current contact lists for building communications
Update emergency contact information in OnSolve/SendWordNow database
Participate, support, and coordinate with other team members special building activities (i.e. tenant social events) as requested by management
Assist in tenant matters, including but not limited to coordinating special requests with building staff and/or outside vendors, as requested by management
Check supplies and equipment around the office to ensure availability and stock. Check and refill copier daily or as necessary
Attend weekly operations meeting with the team.
Qualifications:
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
Verify, approve, and file COIs for vendors
Maintain office systems, phones, filing, supply orders, and general office organization
Help coordinate in-house and outside vendor services related to the office
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
