Facilities Management Administrative Assistant

Hines•Houston, TX

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. As a Facilites Management Administrative Assistant at Hines, you play a critical role in facilities operations by ensuring spaces are well maintained and meet the needs of occupants.

Requirements

High school diploma required.
Two years of relevant work experience in a professional office environment.
Interact with employees, visitors and contractors with poise and diplomacy.
Ensure the property is well-maintained and aesthetically pleasing.
Solution-oriented with strong organization, analytical and project management skills.
Maintain composure and professionalism at all times.
Excellent interpersonal, verbal, and written communication skills utilizing property punctuation, grammar, diction, and style.
Takes initiative and is a proactive leader always focused on continued improvement.
Possess initiative to assume additional responsibilities.
Set priorities and meet deadlines.
Assist in managing the property’s financial activities.
Advanced competence with a variety of software including MS Word, MS Excel, MS Outlook, and other requested software programs.
Perform basic business math such as compute discount, interest, percentage, and profit/loss.
Work indoors approximately 90% of the time and outdoors 10% of the time.
Perform physical inspections of the property which may include climbing up and down stairs or accessing restrictive openings.
Ability to lift 25lbs.
During on call rotation, be accessible 24 hours a day in case of emergency and perform on-site operations management during disasters.
Work overtime as business needs deem appropriate.

Nice To Haves

Spanish Preferred
Supervisory experience strongly preferred.
Successful completion of the Hines Property Management Training Program or equivalent real estate knowledge.

Responsibilities

Answering and transferring all income phone calls to the correct employee and department.
Draft and send emailed communication for employees; accordingly, to iOffice and Property Management into IMPAK Business Solution.
Receive and check in all incoming visitors.
Coffee Services Start Up Kitchens Daily; Daily inspection to report per floor; Kitchen Coffee Inventory; Conference Room: Daily; Mail & Packages; Printer Rooms; Furniture & Storage Inventory; Others
Monitor, create and manage service tickets, including Business Cards for Employees.
Pick up, sort and deliver daily mail and shipment services
Cards (badges, mobile ID, EZ Tag) creation, activation, deactivation and replacement, using Datawatch and C-Cure.
Manage reservation for conference room, workstations, and offices.
Random checks and cleaning service for Maternity Room.
Cards activation, deactivation and replacement for TS Galleria employees.
Assist with ordering of office supplies for NAHQ Office.
Case by Case requirement related to internal movement, new employees/onboarding or offboarding.