Administrative Assistant - Property Management

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 for 2024. Discover endless opportunities to grow and make your mark at Hines.

Responsibilities

As an Administrative Assistant with Hines at Fourth & Madison, you will communicate and coordinate with tenants, vendors and building staff to provide day-to-day property services to tenants. You will provide advanced administrative support to ensure the smooth operation of the property management office. Responsibilities include, but are not limited to:

• Welcomes and provides at least initial support to tenants, vendors, guests, and visitors who contact the property management office in person, by phone, or e-mail.
• Communicates and coordinates with tenant contacts and building staff regarding tenant requests, service calls, events, use of tenant amenities, building services, documentation requirements, etc.
• Assists in developing, producing, and distributing communications to tenants.
• Coordinates and implements tenant events, in support of the property management team.
• Manages tenant amenities, including the use of such amenities (e.g., Fitness Center, Conference Rooms, and 7th Floor Patio) by tenants as well as the maintenance and support of them by vendors.
• Provides positive customer service experience to tenants, their guests and visitors, as well as building staff.
• Conducts and documents property inspections on a regular basis.
• Requests and maintains required documentation for tenants and vendors, including certificates of insurance, workers' compensation, OFAC, etc.
• Purchases, manages, and maintains office supplies to support property management and engineering offices.
• Ensures property management office, including the Breakroom, as well as amenity areas are kept in clean and professional order.
• Manages and maintains relationships with office supplies and equipment vendors, including the handling of associated invoices.
• Provides administrative services to the property management office, including such services as paper and electronic filing, mail processing, tracking of costs, waste diversion, etc.
• Develops, plans, and coordinates team events for the building staff, within budgetary guidelines.
• Coordinates with property management teams at other local Hines-managed properties to share resources and leverage opportunities.
• Complies with all written Hines company policies.
• Carries out other duties as assigned by the Property Manager.

Qualifications

Minimum Requirements include:

• High School Diploma or equivalent from an accredited institution.
• Two or more years of experience in an administrative role in a professional office environment.
• One or more years of experience in customer service or relations.
• Excellent interpersonal skills.
• Ability to interact with fellow employees, tenants of all levels, visitors and vendors with poise and diplomacy.
• Demonstrate strong initiative, work ethic, and customer service orientation.
• Strong verbal and written communication skills.
• Ability to compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
• Demonstrate strong attention to detail and proofreading abilities.
• Interpret instructions in written, oral, and diagrammatic or schedule form.
• Ability to manage and prioritize multiple tasks while meeting deadlines.
• Ability to make comparisons between sets of data identifying trends in data, drawing conclusions, and suggesting solutions.
• Demonstrate sound judgment and make independent decisions in routine situations.
• Ability to navigate to maintain focus and productivity in uncertain situations or without complete information.
• Proficiency in Microsoft Office software, specifically Word, Excel and Outlook, as well as Adobe Acrobat, Box.com, etc.
• Ability to work in a team environment.
• Ability to establish a cooperative working atmosphere among staff.
• Exchanges ideas, information, and opinions with fellow employees to formulate policies and programs and/or arrive jointly at decisions, conclusions, or solutions.
• Maintains calm demeanor in emergency situations.
• Maintain strict confidentiality.
• Compensation: $60,000 - $75,000

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