Administrative Assistant

Hines•New York, NY

26d•$65,000 - $75,000•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. As an Administrative Assistant - Property Management with Hines, you will provide administrative support to a team or department. Responsibilities include, but are not limited to: Accounts Receivable (AR): Process and track tenant rent payments, utilities, and other building service receivables Monitor aging reports and follow up on outstanding balances Coordinate with tenants and accounting to resolve discrepancies Maintain accurate records of all incoming payments Accounts Payable (AP): Review, code, and process vendor invoices in a timely manner Ensure proper approvals are obtained in accordance with company policies Coordinate with vendors to resolve billing issues Maintain organized and accurate AP records On board vendors to receive AHC payments, reducing the number of physical checks sent through the mail Contract Management: Maintain and track service contracts, including expirations and renewals Assist in preparing, reviewing, and routing contracts for execution Ensure vendor compliance with insurance and documentation requirements Maintain vendor files and support contract audits as needed Administrative Support: Support the property management team with general administrative tasks Maintain tenant and vendor files, both digital and physical Assist with reporting, data entry, and document management Coordinate with building staff and service providers as needed

Requirements

High School Diploma or equivalent from an accredited institution
Two or more years in an administrative support role in a professional office environment
Advanced knowledge of Microsoft Office, strong Excel experience
Budgetary and invoice coding experience
Work indoors approximately 95% of the time and outdoors 5% of the time
Work overtime as business needs deem appropriate
Excellent customer service skills
Strong attention to detail and follow-through skills in a fast-paced environment

Nice To Haves

bachelor's degree
Coupa experience
Nexus: Creates 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 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
As requested, compose various documents such as agreements, correspondence, interoffice memos, reports, charts, and tables
Uploads documents, including invoices, certificates of insurance, to SharePoint
Screens incoming calls, handles all routine matters and forwards only those calls requiring the attention of the next level of management

Responsibilities

Process and track tenant rent payments, utilities, and other building service receivables
Monitor aging reports and follow up on outstanding balances
Coordinate with tenants and accounting to resolve discrepancies
Maintain accurate records of all incoming payments
Review, code, and process vendor invoices in a timely manner
Ensure proper approvals are obtained in accordance with company policies
Coordinate with vendors to resolve billing issues
Maintain organized and accurate AP records
On board vendors to receive AHC payments, reducing the number of physical checks sent through the mail
Maintain and track service contracts, including expirations and renewals
Assist in preparing, reviewing, and routing contracts for execution
Ensure vendor compliance with insurance and documentation requirements
Maintain vendor files and support contract audits as needed
Support the property management team with general administrative tasks
Maintain tenant and vendor files, both digital and physical
Assist with reporting, data entry, and document management
Coordinate with building staff and service providers as needed
Manage Conference Room reservation book
Nexus: Creates 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 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
As requested, compose various documents such as agreements, correspondence, interoffice memos, reports, charts, and tables
Uploads documents, including invoices, certificates of insurance, to SharePoint
Screens incoming calls, handles all routine matters and forwards only those calls requiring the attention of the next level of management