Administrative Assistant

Hines•Tampa, FL

1d•Onsite

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.
Two to five years of experience in a receptionist or administrative role in a professional office environment.
Demonstrate strong initiative and customer service orientation.
Draft routine business letters and documents using proper format, punctuation, grammar, diction, and style.
Interact with employees, visitors and vendors with poise and diplomacy.
Interpret instructions in written, oral, and diagrammatic or schedule form.
File alphabetically and numerically.
Basic proficiency in Microsoft Office software.
Type a minimum 50-WPM with accuracy.
Communicate effectively both verbally and written.
Ability to work in a team environment.
Maintain strict confidentiality.

Nice To Haves

Coupa

Responsibilities

Answer multi-line phone system and direct calls appropriately.
Greet all visitors and directly assist people when appropriate and refer to others when necessary.
Sign for and contact appropriate person(s) of arriving courier and/or deliveries.
Obtain office mail daily, date stamp, distribute and process, as necessary.
Package handling and tracking administration.
Maintain adequate office supply inventory.
Make copies as requested.
Ensure receptionist area is kept clean and in professional order.
Maintain ethical, professional, and courteous relations with all visitors and contractors.
Provide general administrative or clerical support as needed.
As requested, compose various documents such as agreements, correspondence, interoffice memos, reports, charts, and tables.
Uploads documents, including invoices and certificates of insurance, to appropriate destinations.
Screens incoming calls, handles all routine matters and forwards only those calls requiring the attention of the next level of management.
Respond to tenant questions and requests via phone, email, and ticketing system.
Maintain calendars and coordinate meetings and special events for multiple teams.
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.
Update Vendor and Staff Contact lists.
Maintain office systems, phones, filing, supply orders, and general office organization
Operate personal computers and other office equipment.
Creates purchase order requests for facilities related expenses and projects.
Verify, approve, and file COIs for vendors.
Help coordinated in-house and outside vendor services related to the facilities operations; this includes but is not limited to, janitorial, pest control, lamping, carpentry, and maintenance contractors.
Code invoices.
Administration of access badges and parking passes - taking photos, printing badges, managing access control profiles in badging system.
Help Desk Administration.
Primary point of contact for entering client requested WO's into Hines CMMS system (Prism).