Management Assistant - Hines

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.

As a Management Assistant with Hines, you will perform advanced administrative duties and bookkeeping related to the management and building operations with guidance from the Property Manager. This position may support more than one individual. Responsibilities include, but are not limited to: 

Accounting/Analytical (as applicable): 

• Responsible for Accounts Payable including but not limited to: gathering and reviewing monthly invoices, coding invoices, and ensuring information is accurately entered into online JD Edwards, Coupa, Nexus and /or other accounting systems as required by the Client.
• Prepare draw requests for client's review and signature and prepare checks for payments ensuring authorized signatures are obtained when necessary.
• Prepare, process, and maintain all  accounting files, which include: processing and tracking invoices, tracking prepayments monthly from multiple vendors, documenting corrections for any AP actions, maintaining updated vendor AP information, and processing requests for new AP vendors (add new vendors into JD Edwards, run OFAC check, submit new vendors to Hines for approval).
• Generate, update, and maintain managerial accounting information as directed, such as Excel operating and occupancy reports, operating cost summaries, and AP data for subtenant reconciliations.
  Assist in providing, gathering, and delivering information for variance reporting, budget development, and metric reporting.  Responds politely and promptly to all Client, Vendor, and Property Manager/Facility Manager inquiries for AP information.
• Maintain both online and office filing system in accordance with policy, ensuring the integrity of all property financial information and adequate computer system security and maintenance.
• Keep Property Manager informed of any accounting changes to operations, billing issues, coding errors, as required by Hines regional procedures.

Administrative:

• Serve as the administrative support and liaison to Property Management by coordinating, facilitating, recording and communicating individual, group, and campus wide activities.
• Compose, prepare, edit and distribute finished copies of written material, correspondence, manuals, legal documents and reports as directed by the Property Manager and in compliance with Hines policies.
• Establish and maintain appropriate filing systems, both manual and electronic, for confidential files and reports.
• Maintain a file system for all routine reports and contract/certificate of insurance expirations, campus parking, and emergency evacuation team list.
• Coordinate special activities and liaison functions such as conference meetings, firm events, office moves, ergonomics, etc.
   

Client Relations/Property Management:

• Act as a team member and maintain close working relationships with management, firm’s personnel, and all other Hines personnel associated with activities at the building.
• Maintain open lines of communication with all contract affiliates (i.e., security service, janitorial service, reception service, etc.) and may provide coordination in the absence of management.
• Oversight in the distribution of client requests and complaints to the Property Manager, Facilities and/or Engineering staff; maintain AWARE work order system and pending work order files.
• Comply with all written Hines national and regional policies.

Minimum Requirements include:

• High School Diploma or equivalent from an accredited institution.
• Four or more years of experience in an administrative role in a professional office environment. 
• JD Edwards, Coupa, Nexus and /or other accounting systems experience preferred.
• Apply knowledge of the property layout (buildings, offices, entrances & exits, stairwells, elevators, mechanical areas, etc.), fire alarm and security systems, emergency and security procedures/personnel, building rules and regulations, and general building information.
• Compose various correspondence, documents, and reports using proper format, punctuation and grammar.
• Ability to learn quickly, be flexible, multi-task and be comfortable in a fast-paced environment.
• Communicate effectively both verbally and in writing.
• Be able to take initiative, be proactive and work independently.
• Demonstrate strong attention to detail and organizational skills.
• Strong computer skills and proficiency with Microsoft Office software.
• Maintain strict confidentiality.
• Demonstrate strong initiative and customer service orientation.
• Ability to manage and prioritize multiple tasks while meeting deadlines.
• Demonstrates sound judgment and makes independent decisions in routine situations.
• Perform financial calculations.
• Identify trends in data and draw conclusions.
• Ability to be a team player.
• Use olfactory, auditory and visual senses to detect emergency alarms.
• Operate personal computer and other office equipment.
• Ability to lift up to 25lbs.
• Climb up and down stairs as part of emergency procedure, practice and/or implementation.
• Transfer properties and work overtime as business needs deem appropriate.

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

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