Property Operations Administrative Specialist

Life Time; Denver (CO); On-site; USD 61,000 - 79,000; Full time

Job summary

Hines is seeking an Administrative Assistant for the Colorado headquarters in Denver. The role supports daily office operations, tenant and vendor communications, invoicing, contract administration, and digital record-keeping.

It requires strong organization, MS Office proficiency, and the ability to handle multiple priorities in a fast-paced environment. Responsibilities include coordinating with property management teams, processing invoices, and maintaining files and records.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Two+ years of administrative, customer service, office coordination, or property-related experience preferred.
• Commercial real estate or property management experience is helpful but not required for learning agility.
• Strong customer service, professionalism, and judgment when interacting with tenants, executives, visitors, and vendors.
• Excellent organization, attention to detail, follow-through, and comfort managing recurring deadlines.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to learn property systems, invoice/purchase-order workflows, work-order platforms, DocuSign, and other digital tools.

Responsibilities

• Support day-to-day office operations for the Colorado headquarters and property management team.
• Respond to tenant questions and service requests by phone, email, and the work order system; follow up to close inquiries.
• Code and process invoices; assist with accounts payable/receivable and filing.
• Support contract administration by routing agreements and DocuSign packages; track signatures and maintain files.
• Collect, review, and track tenant and vendor certificates of insurance; communicate missing documentation.
• Maintain organized digital records in SharePoint and other approved systems.
• Assist with property administration tasks: contact updates, access-card and parking audits, inspections, move-in/move-out coordination.
• Assist management and tenant experience teams with building communications and events; setup and execution.
• Prepare routine correspondence, reports, charts, and meeting materials.
• Maintain a dependable follow-up system and remind team members of pending actions.
• Provide flexible administrative support to property management, engineering, accounting, and Denver office teams.

Skills

Customer service

Organization

Communication

Administrative support

Attention to detail

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

Teams

SharePoint

Job description

Hines is seeking an Administrative Assistant for the Colorado headquarters in Denver. The role supports daily office operations, tenant and vendor communications, invoicing, contract administration, and digital record-keeping.

It requires strong organization, MS Office proficiency, and the ability to handle multiple priorities in a fast-paced environment. Responsibilities include coordinating with property management teams, processing invoices, and maintaining files and records.