Administrative Assistant

Life Time; New York (NY); On-site; USD 65,000 - 75,000; Full time

Job summary

Hines is seeking an Administrative Assistant - Property Management to support a busy team in New York. The role includes AR/AP responsibilities, contract management, and general office duties to ensure smooth operations.

The ideal candidate has 2+ years in admin support, strong Excel and Office skills, and familiarity with contracts, invoices, and vendor management. This full-time role requires on-site work in New York and offers competitive compensation.

Qualifications

• Advanced knowledge of Microsoft Office; strong Excel experience.
• Budgetary and invoice coding experience preferred.
• Two or more years in an administrative support role in a professional office environment.

Responsibilities

• Provide administrative support to property management team.
• Process tenant rent payments, utilities, and building service receivables; monitor aging.
• Review, code, and process vendor invoices; ensure proper approvals.
• Maintain and track service contracts, expirations, and renewals; assist in contract routing.
• Maintain tenant and vendor files; assist with reporting, data entry, and document management.

Skills

MS Office

Excel

Vendor management

Education

High School Diploma or equivalent

Bachelor's degree preferred

Tools

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.

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:

Accounts Receivable (AR)

• Process and track tenant rent payments, utilities, and other building service receivables
• Monitor aging reports and follow up on outstanding balances
• Coordinate with tenants and accounting to resolve discrepancies
• Maintain accurate records of all incoming payments

Accounts Payable (AP)

• Review, code, and process vendor invoices in a timely manner
• Ensure proper approvals are obtained in accordance with company policies
• Coordinate with vendors to resolve billing issues
• Maintain organized and accurate AP records
• On board vendors to receive AHC payments, reducing the number of physical checks sent through the mail

Contract Management

• Maintain and track service contracts, including expirations and renewals
• Assist in preparing, reviewing, and routing contracts for execution
• Ensure vendor compliance with insurance and documentation requirements
• Maintain vendor files and support contract audits as needed

Administrative Support

• Support the property management team with general administrative tasks
• Maintain tenant and vendor files, both digital and physical
• Assist with reporting, data entry, and document management
• Coordinate with building staff and service providers as 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
• 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: $65,000 - $75,000

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.

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