Facilities Management Administrative 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.

Responsibilities

As a Facilites Management Administrative Assistant at Hines, you play a critical role in facilities operations by ensuring spaces are well maintained and meet the needs of occupants.  Responsibilities include, but are not limited to: 

• Phone Calls – Answering and transferring all income phone call to the correct employee and department.
• General Communication to employees – Draft and send emailed communication for employees; accordingly, to iOffice and Property Management into IMPAK Business Solution.
• Visitor Module (iOffice Module) – Receive and check in all incoming visitors.
• Day Porter Daily Activities – Coffee Services Start Up Kitchens Daily; Daily inspection to report per floor; Kitchen Coffee Inventory; Conference Room: Daily; Mail & Packages; Printer Rooms; Furniture & Storage Inventory; Others
• Service Tickets (iOffice Module & IMPAK) – Monitor, create and manage service tickets, including Business Cards for Employees.
• Mail & Packages (iOffice Module) – Pick up, sort and deliver daily mail and shipment services
• Access Control – Cards (badges, mobile ID, EZ Tag) creation, activation, deactivation and replacement, using Datawatch and C-Cure.
• Reservation Module (iOffice Module) – Manage reservation for conference room, workstations, and offices.
• Maternity Room – Random checks and cleaning service.
• Micro Market – Cards activation, deactivation and replacement for TS Galleria employees.
• Office Suppliers – Assist with ordering of office supplies for NAHQ Office.
• Space Management – Case by Case requirement related to internal movement, new employees/onboarding or offboarding.

Qualifications

Minimum Requirements include:

• High school diploma required.  

• Spanish Preferred

• Two years of relevant work experience in a professional office environment.

• Supervisory experience strongly preferred.

• Interact with employees, visitors and contractors with poise and diplomacy.

• Successful completion of the Hines Property Management Training Program or equivalent real estate knowledge.

• Ensure the property is well-maintained and aesthetically pleasing.

• Solution-oriented with strong organization, analytical and project management skills.

• Maintain composure and professionalism at all times.

• Excellent interpersonal, verbal, and written communication skills utilizing property punctuation, grammar, diction, and style.

• Takes initiative and is a proactive leader always focused on continued improvement.

• Possess initiative to assume additional responsibilities.

• Set priorities and meet deadlines.

• Assist in managing the property’s financial activities.

• Advanced competence with a variety of software including MS Word, MS Excel, MS Outlook, and other requested software programs.

• Perform basic business math such as compute discount, interest, percentage, and profit/loss.

• Work indoors approximately 90% of the time and outdoors 10% of the time.

• Perform physical inspections of the property which may include climbing up and down stairs or accessing restrictive openings.

• Ability to lift 25lbs.

• During on call rotation, be accessible 24 hours a day in case of emergency and perform on-site operations management during disasters.

• Work overtime as business needs deem appropriate.

Closing

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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