Administrative Assistant
US-TX-Dallas
Hines
Req #: 13907
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 - Property Management with Hines, you will provide administrative support to a team or department. Responsibilities include, but are not limited to: * Respond to tenant questions and requests via phone, email, and ticketing system * Maintain calendars and coordinate meetings and special events for multiple teams * Code invoices * Assist with projects as assigned by Property Manager, Engineering Manager, and Property Accountant * Provide great customer service in a dynamic, fast paced environment Qualifications: Minimum Requirements include: * 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 * 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 * Excellent Customer service skills * Strong attention to detail and follow-through skills in a fast-paced environment
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