Operations & Tenant Coordination Administrative Assistant

Howard Hughes•Las Vegas, NV

About The Position

Howard Hughes Communities is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support the Operations and Tenant Coordination teams, with occasional administrative support for Leasing. This role requires a high level of professionalism, discretion, adaptability, and follow-through.

Requirements

3+ years of experience as an administrative or executive assistant, preferably in real estate, construction, property management, or a related industry
Exceptional organizational and time management skills
Excellent written and verbal communication abilities
Strong problem-solving skills and attention to detail
Proficient in Microsoft Office Suite, particularly Outlook, Excel, Word, and PowerPoint, as well as Google Workspace and project management tools (e.g., Asana, Trello, Monday.com)
Ability to work independently and manage multiple priorities in a deadline-driven environment
Professional demeanor and ability to interact effectively with leadership, tenants, vendors, contractors, and other high-level stakeholders
Demonstrated ability to support multiple leaders or teams while managing competing priorities and deadlines
Strong follow-through, attention to detail, and ability to anticipate needs and close communication loops
Ability to handle confidential information with discretion and maintain a high level of professionalism

Responsibilities

Perform high-level and confidential administrative support for the Operations and Tenant Coordination teams, with occasional administrative support for Leasing.
Manage calendars and schedules, including coordinating appointments, resolving conflicts, preparing meeting materials, and tracking follow-up items.
Monitor incoming correspondence and shared inboxes; draft, proofread, route, and respond to routine communications while escalating time-sensitive matters.
Prepare, submit, and track expense reports, including collecting receipts, confirming coding, obtaining approvals, and resolving rejected or incomplete submissions.
Coordinate meetings, conference calls, site visits, and travel logistics; prepare agendas, distribute materials, record action items, and monitor deadlines.
Maintain organized electronic and physical files, including confidential records, correspondence, contracts, reports, and supporting documentation.
Maintain operational and tenant coordination records, reports, and workflows in internal systems including, but not limited to, Workday, Salesforce, eBuilder/Trimble, Monday.com, Icertis, and Coupa.
Assist with contract management, including tracking, filing, routing, and processing approvals.
Assist with vendor management, including processing payments, invoices, work orders, and related follow-up.
Review and track insurance documents for compliance and coordinate with Legal and Risk Management as needed.
Coordinate communication and documentation between internal teams, tenants, vendors, contractors, and other external partners.
Support ongoing tenant coordination activities, including communications, scheduling, tour details, billing, reporting, documentation, and follow-ups; this may involve cross-regional support.
Prepare recurring reports, spreadsheets, presentations, status updates, and other management materials with a high degree of accuracy.
Maintain administrative trackers and follow-up lists to ensure commitments, approvals, invoices, work orders, and other open items are completed timely.
Coordinate, support, and perform preconstruction close-out and punch walks as requested.
Contribute to special projects and cross-functional initiatives, and work with all levels of management and external professional entities.
Provide occasional administrative support for Leasing, including tracking lease documentation status with internal and external partners.
Handle confidential and sensitive information with discretion, professionalism, and sound judgment.