Administrative Assistant
US-CA-San Francisco
Hines
Req #: 13836
Type: Full-Time
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Overview: 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. Responsibilities: As an Administrative Assistant with Hines, you will provide advanced administrative and clerical support to ensure the smooth operation of an assigned area. This position will support multiple individuals. Responsibilities include, but are not limited to: * Serve as the first point of contact for tenant requests and provide administrative support to the property team members by coordinating, facilitating, and communicating issues to the appropriate person(s). * Answer phones, forward accurate and detailed messages and, as appropriate, disseminate general information to callers. * Coordinate access and reservations for the building freight elevators with contractors, and manage the nightly after-hours access list. * As requested, compose various documents such as agreements, contracts, correspondence, memos, reports, charts, and tables. * Manage and organize preliminary order binders. * Assist in preparing presentations. * Establish and maintain appropriate filing systems, both manual and electronic. * Make arrangements for meetings and lunches, including coordinating conference space, and schedules with other teams. * Create, update, and maintain databases when appropriate. * Generate work tickets for engineering and janitorial teams. * Prepare and process expense report. * Prepare and process accounts payable invoices. * Attend weekly and bi-weekly team meetings. * Prepare, create, and distribute access badges. * Maintain office and kitchen supply inventory. * Prepare both internal and external mail, including special handling packages and mailing lists. Pick up and distribute mail daily. Qualifications: Minimum Requirements include: * High school diploma or equivalent from an accredited institution. * Two years of experience in an administrative role in professional office environment. * Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style. * Demonstrate strong initiative and customer service orientation. * Interact with employees, visitors and vendors with poise and diplomacy. * Interpret instructions in written, oral, and diagrammatic or schedule form. * Ability to manage and prioritize multiple tasks while meeting deadlines. * Ability to make comparisons between sets of data identifying trends in data, drawing conclusions, and suggesting solutions. * Demonstrate sound judgment and make independent decisions in routine situations. * Advanced proficiency in Microsoft Office software, specifically Word, Excel, and PowerPoint. * Type a minimum 60-WPM with accuracy. * Ability to perform business related mathematical calculations. * Strong verbal and written communication skills. * Demonstrate strong attention to detail and proofreading abilities. * Ability to work in a team environment. * Maintain strict confidentiality. * Work indoors approximately 99% of the time and outdoors 1% of the time. * Operate personal computer and other office equipment. * Ability to lift up to 25lbs. * Work overtime as business needs deem appropriate. * Compensation: $70,000 - $85,000
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