Administrative Assistant - Property Management

Hines•Sacramento, CA

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. As an Administrative Assistant for Property Management with Hines, you will provide administrative support to a team or department. Responsibilities include, but are not limited to: Respond to tenant inquiries and requests via phone, email, and ticketing system. Creates purchase order requests for all expenses and projects as requested by management team. Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate general information to callers. As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts, and tables. Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments. Create and coordinate hospitality events for large gatherings. Complete special projects to support assigned area. Prepare and process expense reports. Maintain office and kitchen supply inventory. Prepare both internal and external mail, including special handling packages and mailing lists.. Distribute mail and faxes as needed. Assist with projects as assigned by Property Manager, Assistant Property Manager and Engineering Manager. Provide great customer service in a dynamic, fast paced environment. Onboard new vendors to Coupa and screening system, Achilles. Help coordinate in-house and outside vendor services related to the property operations; this includes but is not limited to, janitorial, landscaping, pest control and other maintenance contractors.

Requirements

High School Diploma or equivalent from an accredited institution.
Two or more years in an administrative support role in a professional office environment
Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
Demonstrate strong initiative and customer service orientation.
Interact with employees, visitors and vendors with poise and diplomacy.
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.
Advanced proficiency in Microsoft Office software, specifically Word, Excel, and PowerPoint.
Ability to perform business related mathematical calculations.
Strong verbal and written communication skills.
Demonstrate strong attention to detail and proofreading abilities.
Ability to work in a team environment.
Maintain strict confidentiality.
Operate personal computer and other office equipment.
Work overtime as business needs deem appropriate.
Ability to lift up to 25 lbs.

Responsibilities

Respond to tenant inquiries and requests via phone, email, and ticketing system.
Creates purchase order requests for all expenses and projects as requested by management team.
Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate general information to callers.
As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts, and tables.
Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
Create and coordinate hospitality events for large gatherings.
Complete special projects to support assigned area.
Prepare and process expense reports.
Maintain office and kitchen supply inventory.
Prepare both internal and external mail, including special handling packages and mailing lists. Distribute mail and faxes as needed.
Assist with projects as assigned by Property Manager, Assistant Property Manager and Engineering Manager.
Provide great customer service in a dynamic, fast paced environment.
Onboard new vendors to Coupa and screening system, Achilles.
Help coordinate in-house and outside vendor services related to the property operations; this includes but is not limited to, janitorial, landscaping, pest control and other maintenance contractors.