Management Assistant Job at Hines
Overview:
We are an equal opportunity employer and support workforce diversity.
No calls or emails from third parties at this time please.
When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you’ll be a part of shaping our future in the years to come.
Responsibilities:
As a Management Assistant with Hines, you will provide advanced administrative support to the property management office at a premier office building and coordinate the day-to-day delivery of property services to the tenants. Responsibilities include, but are not limited to:
Manage property databases, platforms, and tenant contact information.- Develop, produce, and distribute building communications.
- Oversee tenant above-standard service requests and prepare monthly sundry statements.
- Draft and route contracts and other agreements.
- Coordinate tenant move-in/outs across all building departments. Audit leases for any special tenant service requirements.
- Assist in preparation and distribution of annual plan, rent letters, and operating expense reconciliations.
- Coordinate tenant events, holiday program, tenant breakfasts, gifts, and common area activations.
- Manage and update tenant portal website.
- Act as an ambassador for the building and the Hines brand.
- Manage assigned service contracts and special projects under Property Manager supervision.
- Track tenant and vendor certificates of insurance.
- Manage conference center reservations and telecom accounts for property management office.
- Collaborate effectively with building departments to deliver superior tenant experiences.
- Assist in preparing presentations.
- Prepare and process expense reports.
- Establish and maintain appropriate filing systems, both electronic and manual.
Minimum Requirements include:
High School Diploma or equivalent from an accredited institution; Bachelor's degree preferred.- Two or more years of administrative leadership; property management, accounting or hospitality preferred.
- Strong interpersonal skills. Ability to engage with tenants and stakeholders at all levels.
- Exchanges ideas, information and opinions with building departments and property management to formulate policies and programs and/or arrive jointly at decisions, conclusions, or solutions.
- Advanced proficiency in Microsoft Office, Adobe Acrobat, Box.com, and DocuSign software.
- Composes various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
- Demonstrates strong initiative, strong work ethic, and customer service orientation.
- Ability to delegate as necessary.
- Prioritizes multiple tasks while meeting deadlines.
- Demonstrates sound judgment and makes independent decisions in routine situations.
- Maintains strict confidentiality.
- Work overtime as business needs deem appropriate.
- Compensation: $70,000 - $80,000.
Hines is a global real estate investment, development and property manager. The firm was founded by Gerald D. Hines in 1957 and now operates in 28 countries. We manage a $92.3B¹ portfolio of high-performing assets across residential, logistics, retail, office and mixed-use strategies. Our local teams serve 634 properties totaling over 225 million square feet globally. We are committed to a net zero carbon target by 2040 without buying offsets. To learn more about Hines, visit www.hines.com and follow @Hines on social media. ¹Includes both the global Hines organization as well as RIA AUM as of June 30, 2022.
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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