Administrative Assistant - Property Management

Hines • Boston, MA

288d

About The Position

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.

Requirements

• 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 overtime as business needs deem appropriate
• 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
• Manage Conference Room reservation book
• Create 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 coordinate in-house and outside vendor services related to the facilities operations
• Compose various documents such as agreements, correspondence, interoffice memos, reports, charts, and tables
• Upload documents, including invoices, certificates of insurance, to SharePoint
• Screen incoming calls, handle all routine matters and forward only those calls requiring the attention of the next level of management

Benefits

• Comprehensive training
• Competitive compensation
• Robust benefits
• Generous vacation packages

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Real Estate
• Education Level: High school or GED