Management Assistant

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.

As a Management Assistant with Hines, you will provide advanced administrative support to the Senior Managing Director and/or CEO of the region to ensure smooth operations of the area. Responsibilities include, but are not limited to:

• 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 accounting system. Answers phones, forwards accurate and detailed messages, facilitates conference calls and, as appropriate, disseminates general information to callers.
• Composes various documents such as agreements, contracts, correspondence, interoffice memos, presentations, and reports.
• Coordinates special activities and special events.
• 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.
• 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.

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution; college degree preferred.
• Four or more years of experience in an executive administrative role in a professional office environment.
• Composes various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
• Demonstrates strong attention to detail and proofreading abilities.
• Demonstrates strong initiative, strong work ethic, and customer service orientation.
• Ability to delegate as necessary.
• Manages and prioritize multiple tasks while meeting deadlines.
• Communicates effectively both verbally and written.
• Demonstrates sound judgment and makes independent decisions in routine situations.
• Interacts with executives, employees, visitors and vendors with professionalism and diplomacy.
• Advanced proficiency in Microsoft Office, Adobe Acrobat, , and Docu Sign software.
• Maintains strict confidentiality.
• Ability to perform business related mathematical calculations.
• Ability to work in and foster a team environment.
• Types a minimum 60-WPM with accuracy.
• Work indoors approximately 99% of the time and outdoors 1% of the time.
• Flexibility to be able to provide remote support.
• Operate personal computer and other office equipment.
• Ability to lift up to 25lbs.
• Work overtime as business needs deem appropriate.
• Compensation: $73,800 - $96,000; 3% Bonus Pool
• Benefits Information:

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 billion of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed…