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.
ResponsibilitiesAs an Administrative Assistant - Property Management with Hines, you will provide administrative support to a team or department. Responsibilities include, but are not limited to:
Accounts Receivable (AR):
- Process and track tenant rent payments, utilities, and other building service receivables
- Monitor aging reports and follow up on outstanding balances
- Coordinate with tenants and accounting to resolve discrepancies
- Maintain accurate records of all incoming payments
Accounts Payable (AP):
- Review, code, and process vendor invoices in a timely manner
- Ensure proper approvals are obtained in accordance with company policies
- Coordinate with vendors to resolve billing issues
- Maintain organized and accurate AP records
- On board vendors to receive AHC payments, reducing the number of physical checks sent through the mail
Contract Management:
- Maintain and track service contracts, including expirations and renewals
- Assist in preparing, reviewing, and routing contracts for execution
- Ensure vendor compliance with insurance and documentation requirements
- Maintain vendor files and support contract audits as needed
Administrative Support:
- Support the property management team with general administrative tasks
- Maintain tenant and vendor files, both digital and physical
- Assist with reporting, data entry, and document management
- Coordinate with building staff and service providers as needed
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
- Compensation: $65,000 - $75,000
At Hines, we believe the built world is ultimately about people. As one of the world’s largest privately held real assets firms, we bring nearly seven decades of investment, development, and management experience to work that shapes cities and communities around the world.
Our people make that possible. Across 29 countries, more than 4,600 colleagues bring different perspectives and expertise to Hines, with opportunities to take on meaningful responsibility, learn from leaders across the business, and build a career with room to evolve. We support that journey through professional development, competitive rewards, comprehensive benefits, and a culture grounded in trust and high standards.
Hines is proud to be named to Fast Company’s annual list of the World’s Most Innovative Companies for 2024.
We are an equal opportunity employer and support workforce diversity.
No calls or emails from third parties at this time please.
#LI-DNI
Skills Required
- High school diploma or equivalent from an accredited institution
- Bachelor's degree
- Two or more years of experience in an administrative support role in a professional office environment
- Advanced knowledge of Microsoft Office
- Strong Excel experience
- Coupa experience
- Budgetary and invoice coding experience
- Excellent customer service skills
- Strong attention to detail and follow-through skills in a fast-paced environment
Hines Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Hines and has not been reviewed or approved by Hines.
-
Healthcare Strength — Coverage starts immediately and spans medical, vision, dental, behavioral health, and prescriptions. The breadth and immediacy indicate a robust healthcare offering.
-
Parental & Family Support — Paid parental and caregiver leave is substantial, complemented by family-planning benefits such as IVF, adoption, and surrogacy. This depth signals strong support for diverse family needs.
-
Retirement Support — A matched 401(k) with early vesting supports long-term savings. The structure underscores an emphasis on financial security beyond base pay.
Hines Insights
What We Do
Hines is a global real estate investment, development and property manager. The firm was founded by Gerald D. Hines in 1957 and now operates in 30 countries. We manage nearly $96B in high-performing assets across residential, logistics, retail, office, and mixed-use strategies. Our local teams serve 480 properties totaling nearly 241 million square feet globally. We are committed to a net zero carbon target by 2040 without buying offsets. To learn more about Hines, visit www.hines.com and follow @Hines on social media. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2022.
