Office and Property Administrator
UK-London
Hines
Req #: 13840
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 for 2024. Discover endless opportunities to grow and make your mark at Hines. Responsibilities: Role Overview * Answering the front door to meet & greet clients/visitors with excellent customer service * Diary management and coordination, including liaising with internal and external contacts to arrange meetings, conference calls, etc. * Organising/booking meetings internally & externally for colleagues and clients * Various travel requests within UK & internationally, i.e. flights, hotels, train tickets & taxis * Answering the main reception phone line and dealing with queries/transferring calls * Monitoring the general email inbox * Managing and submitting office expenses * Preparing all meeting room bookings i.e. providing refreshments & catering when necessary, setting up conference call facility and TV screen for presentations * Ordering and maintaining relevant office and kitchen supplies * Maintaining and developing the office filing systems both on paper and computer * Overseeing the storage archive system * Incoming post distribution/outgoing post franking and booking couriers * Producing/formatting documents, org charts, letters, spreadsheets as required * Maintaining safety and hygiene standards of the office, and ensuring all areas are presentable and tidy. * Assist with organising events internally & externally such as training days, team network outings, charity events and client parties, i.e. arranging venue, food, entertainment, guest list, invitations, etc. * First Aider for the Head Office, training will be provided. * Ad hoc administrative tasks * Assisting with new joiners induction process and setting up IT * Assist with maintaining the Helix website and other IT platforms, and ensuring details are updated when required * Assisting property surveyors managing ad hoc tasks, e.g. admin, arranging access to properties, organising inspections, scheduling works and liaising with contractors and suppliers. * Organising regular surveyor catch-up meetings and providing all relevant information to directors before these take place. * Logging client expenditure invoices * Supporting the surveying team with reporting requirements as needed. * Other duties as assigned Qualifications: Person Specification Essential: * Experience and involvement in advanced administration within the context of an office * Experience of liaising with multilevel stakeholders * Interest in learning more about surveying in commercial property and working with a team Desirable: * Similar experience of commercial property management and office management * Basic understanding of current Health & Safety legislation * Basic knowledge of, or an interest in understanding commercial leases / service charges / maintenance / the way of property * Experience in liaising with clients, tenants, consultants and local authorities * An interest in understanding current Health & Safety legislation Key Skills * Proven administrative and client/customer service experience is preferred * Strong communication skills, both verbal and written * Excellent computer literacy skills including numerical skills (Excel, Word, MS Outlook) * Ability to work alone or as part of a team * High level of organisational and administrative skills * Able to use initiative and take responsibility * Attention to detail and problem-solving skills * Ability to work under pressure * People skills
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