Administrative Assistant

Talentify; Greenwich (CT); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Bonus pool

Job summary

Hines is seeking an Administrative Assistant - Property Management to support a property management team on-site in Greenwich, CT. You will respond to tenant inquiries, code invoices, and assist with projects from Property Manager, Engineering Manager, and Property Accountant.

The role requires strong Microsoft Office and Excel skills, and experience with invoice coding and vendor coordination. This full-time position offers a compensation of $70,000–$80,000 with a 3% bonus pool and is conducted

Qualifications

• Two or more years in an administrative support role in a professional office environment.
• Advanced knowledge of Microsoft Office and strong Excel experience.
• Coupa experience preferred.
• Budgeting and invoice coding experience preferred.
• Work indoors most of the time with occasional outdoor tasks.

Responsibilities

• Respond to tenant questions via phone, email, and work order system.
• Code and process invoices.
• Assist with projects by Property Manager, Engineering Manager, and Property Accountant.
• Provide excellent customer service in a dynamic, fast-paced environment.
• Issue and track contracts pre-negotiated by Property Manager or Engineering Manager.
• Process expense reports.
• Maintain calendars and coordinate meetings and events for the team.
• Coordinate in-house and outside vendor services related to property management operations.

Skills

Administrative support

Customer service

Vendor coordination

Education

High School Diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

Excel

Coupa

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

As an Administrative Assistant - Property Management with Hines, you will provide administrative support to a team or department.

• Respond to tenant questions and requests via phone, email, and work order system
• Code and process invoices
• Assist with projects as assigned by Property Manager, Engineering Manager, and Property Accountant
• Provide great customer service in a dynamic, fast paced environment
• Issue and track contracts pre-negotiated by Property Manager or Engineering Manager
• Process expense reports
• Maintain calendars and coordinate meetings and special events for the team, if 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
• Verify, approve, and file COIs for vendors
• Update Vendor and Staff Contact lists
• Maintain office systems, phones, filing, supply orders, and general office organization
• Assist with general Property Management requests
• Help coordinated in-house and outside vendor services related to property management operations; included but not limited to, janitorial, vertical transportation, pest control, landscaping, carpentry, and maintenance contractors
• As requested, compose various documents such as agreements, correspondence, interoffice memos, reports, charts, tables, and event flyers
• 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
• This position is fully on-site and requires working from the assigned property five days per week.
• Compensation: $70,000 - $80,000; 3% Bonus Pool
• 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 billion¹ 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. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.