Administrative Assistant

Talentify; Denver (CO); On-site; USD 61,000 - 79,000; Full time

Job summary

Hines is seeking an Administrative Assistant for the Colorado headquarters in Denver. The role supports daily office operations, tenant and vendor communications, invoicing, contract administration, and digital record-keeping.

It requires strong organization, MS Office proficiency, and the ability to handle multiple priorities in a fast-paced environment. Responsibilities include coordinating with property management teams, processing invoices, and maintaining files and records.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Two+ years of administrative, customer service, office coordination, or property-related experience preferred.
• Commercial real estate or property management experience is helpful but not required for learning agility.
• Strong customer service, professionalism, and judgment when interacting with tenants, executives, visitors, and vendors.
• Excellent organization, attention to detail, follow-through, and comfort managing recurring deadlines.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to learn property systems, invoice/purchase-order workflows, work-order platforms, DocuSign, and other digital tools.

Responsibilities

• Support day-to-day office operations for the Colorado headquarters and property management team.
• Respond to tenant questions and service requests by phone, email, and the work order system; follow up to close inquiries.
• Code and process invoices; assist with accounts payable/receivable and filing.
• Support contract administration by routing agreements and DocuSign packages; track signatures and maintain files.
• Collect, review, and track tenant and vendor certificates of insurance; communicate missing documentation.
• Maintain organized digital records in SharePoint and other approved systems.
• Assist with property administration tasks: contact updates, access-card and parking audits, inspections, move-in/move-out coordination.
• Assist management and tenant experience teams with building communications and events; setup and execution.
• Prepare routine correspondence, reports, charts, and meeting materials.
• Maintain a dependable follow-up system and remind team members of pending actions.
• Provide flexible administrative support to property management, engineering, accounting, and Denver office teams.

Skills

Customer service

Organization

Communication

Administrative support

Attention to detail

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

Teams

SharePoint

Job description

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

The Administrative Assistant provides administrative and office support for Hines' Colorado headquarters at 1144 Fifteenth. This role keeps team processes organized, supports responsive service to tenants and vendors, and assists the property management team with accurate, timely processing of routine operational and financial work. Responsibilities included, but are not limited to:

• Support day-to-day office operations, including both property management operations and some office management duties.
• Respond to and route tenant questions and service requests by phone, email, and the work order system; follow up to confirm routine requests are progressing and appropriately closed.
• Code and process invoices, assist with accounts payable and receivable organization and entry, and maintain complete supporting documentation.
• Support contract administration by routing agreements and DocuSign packages, tracking signatures, maintaining contract files, and following up on outstanding approvals.
• Collect, review for completeness, file, and track tenant and vendor certificates of insurance; communicate missing or expired documentation to the appropriate contact.
• Maintain organized digital records in SharePoint and other approved systems, including invoices, contracts, COIs, tenant and vendor contacts, property forms, and archived files.
• Assist with recurring property administration, including contact-list updates, access-card and parking audits, property inspections, move-in and move-out coordination, and document-control reviews.
• Assist the Management Assistant and tenant experience team with building communications, tenant events, registrations, vendor coordination, setup, and event execution.
• Prepare routine correspondence, reports, charts, tables, meeting materials, and other documents as requested.
• Maintain a dependable follow-up system for assigned tasks and remind team members when signatures, approvals, information, or other action is still outstanding.
• Provide flexible administrative support to the property management, engineering, accounting, and Denver office teams as priorities require.

Qualifications

Minimum Requirements include:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Two or more years of administrative, customer service, office coordination, or property-related experience preferred.
• Commercial real estate or property management experience is helpful but not required for a candidate who demonstrates strong learning agility and follow-through.
• Strong customer service, professionalism, and judgment when interacting with tenants, executives, visitors, and vendors.
• Excellent organization, attention to detail, follow-through, and comfort managing recurring deadlines.Proficiency in Microsoft Office, including strong working knowledge of Outlook, Word, Excel, Teams, and SharePoint.
• Ability to learn property systems, invoice and purchase-order workflows, work-order platforms, DocuSign, and other digital tools.
• Clear written and verbal communication, accurate proofreading, and discretion with confidential information.
• Reliable, proactive, and willing to handle both routine office tasks and larger team projects.
• Ability to prioritize urgent work, ask appropriate questions, and work effectively in a fast-paced team environment.
• Primarily indoor office work with occasional walking through the property, garage, and exterior areas.
• Ability to lift and move office or event supplies weighing up to 25 pounds.
• Occasional overtime or adjusted hours may be required for business needs or tenant events.
• This position is fully on-site and requires working from the assigned property five days per week.
• Compensation: $60,800 - $79,100 + 3% Bonus
• Benefits Information: https://www.hines.com/careers/locations/usa

Closing

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.