Property Management Administrative Pro

Hines; Houston (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Hines is seeking an Administrative Assistant - Property Management to support a busy real estate team with essential office functions, calendar coordination, and responsive tenant service. In this role you will respond to tenant questions via phone, email, and a ticketing system, code invoices, and assist with projects for the Property Manager, Engineering Manager, and Property Accountant.

The position emphasizes strong communication and meticulous organization in a fast-paced environment.

Qualifications

• 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

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 great customer service in a dynamic, fast paced environment

Skills

Microsoft Office

Excel

Customer service

Phone etiquette

Calendar management

Documentation and reporting

Education

High School Diploma or equivalent

Bachelor's degree preferred

Tools

Outlook

SharePoint

Coupa

Ticketing system

Job description

Hines is seeking an Administrative Assistant - Property Management to support a busy real estate team with essential office functions, calendar coordination, and responsive tenant service. In this role you will respond to tenant questions via phone, email, and a ticketing system, code invoices, and assist with projects for the Property Manager, Engineering Manager, and Property Accountant.

The position emphasizes strong communication and meticulous organization in a fast-paced environment.