Administrative Assistant

Hines; New York (NY); On-site; USD 70,000 - 91,000; Full time

Benefits offered by this job

3% Bonus Pool

Job summary

Hines is seeking an Administrative Assistant - Property Management in New York to support a team with scheduling, invoicing, and vendor coordination, delivering excellent service to tenants and colleagues.

The role requires strong Microsoft Office and Excel skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Compensation ranges from $70,000 to $91,000 plus a 3% bonus pool and comprehensive benefits.

Qualifications

• High school diploma or equivalent; Bachelor's degree preferred.
• Two+ years of administrative support in a professional office.
• Advanced knowledge of Microsoft Office; strong Excel; Coupa preferred.
• Budgeting and invoice coding experience preferred.
• Primarily indoors with occasional outdoor time; overtime as needed.
• Ability to manage Conference Room reservations.
• Process COIs and vendor lists; assist LOB requests.

Responsibilities

• 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 excellent customer service in a fast-paced environment

Skills

Customer service

Attention to detail

Administrative support experience

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Microsoft Office

Excel

Coupa

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.

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.