Administrative Assistant

Hines•Denver, CO

43d•$60,800 - $79,100•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 with Hines, you will provide comprehensive front‑of‑house, operational, and administrative support for the Hines Colorado Headquarters.

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 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

Responsibilities

Front desk coverage for Hines Colorado HQ Office that houses the Hines’ project development teams for office, industrial, multifamily, construction, and land development as well as accounting, asset management, finance, and additional departments.
Serve as the primary point of contact for all visitors, ensuring a professional and welcoming experience.
Manage incoming phone calls and direct inquiries appropriately.
Greet and support guests, tenants, clients, investors, and other stakeholders.
Validate and manage guest parking.
Oversee daily office operations to maintain a clean, organized, and fully stocked work environment.
Maintain a clean, organized, and fully stocked office environment, including kitchen and supply areas.
Procurement and restocking of beverages, snacks, copy rooms, and manage dishwasher and coffee setup/cleanup.
Manage scheduling for three conference rooms and prepare spaces for internal meetings, including catering as well as providing basic A/V and conference room technology support.
Prepare and process expense reports for various leaders across development platforms.
Provide dedicated calendar management for the Colorado Land Development Platform Head.
Assist with invoice coding, routing, and processing.
Handle compliance documentation requests and manage mail, FedEx, and courier services.
Support digital document execution and workflows through DocuSign.
Assist with contract administration, document organization, and accounts payable processing.
Route and track tenant service requests with timely communication.
Collaborate with the Tenant Coordinator on planning and executing tenant engagement events.
Provide supplemental support for property management functions, such as property inspections, lease administration tasks, parking access audits, and insurance tracking.
Perform other duties and special projects as needed to support smooth operations.
Verify, approve, and file COIs for vendors
Maintain office systems, phones, filing, supply orders, and general office organization
Help coordinate in-house and outside vendor services related to the office
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