Administrative Assistant

District of Columbia • Full-time • Washington, District of Columbia, United States • $61.30k - $79.70k / year • 1d ago

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 for Property Management with Hines, you will provide advanced 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
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

Qualifications

Minimum Requirements include:

High School Diploma or equivalent from an accredited institution; Bachelor's degree preferred
Two or more years in an administrative role in a professional office environment
Advanced knowledge of Microsoft Office, strong Excel experience
Budgetary and invoice coding experience preferred
Excellent Customer service skills
Strong attention to detail and follow-through skills in
Compensation: $61,300 - $79,700

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