Administrative Assistant

Hines; Village of Island Park (NY); On-site; USD 65,000 - 75,000; Full time

Job summary

Hines is hiring an Administrative Assistant - Property Management to support the team with accounts receivable/payable, contract management, and general admin tasks in a fast-paced environment. The role emphasizes accuracy, vendor coordination, and effective communication with tenants and staff.

The position requires a high school diploma (bachelor's preferred), 2+ years in similar roles, and proficiency with Microsoft Office, Excel, and Coupa.

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
• 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

Responsibilities

• 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
• 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
• 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
• 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

Skills

Two+ years administrative experience

Excellent customer service skills

Strong attention to detail

Ability to work in fast-paced env.

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.

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 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.

No calls or emails from third parties at this time please.