Management Assistant - Property Management

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 for 2024.
Discover endless opportunities to grow and make your mark at Hines.
Responsibilities As a Management Assistant - Property Management with Hines, you will be responsible for performing 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 and accurately coding invoices to ensure information is properly entered into JDE by accounting team.
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 tenant 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 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 electronic filing systems, for confidential files and reports.
Maintain a file system for all routine reports and contract/certificate of insurance expirations and emergency evacuation team list.
Coordinate special activities and liaison functions such as conference meetings, firm events, office moves, ergonomics, etc.
Act as liaison between the tenant and Hines Construction Management team to include but not limited to: assisting with contracts, scheduling vendor work with tenants, ensuring all documentation is in compliance with Hines standards.
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 Angus work order system and pending work order files.
Comply with all written Hines national and regional policies.
Qualifications Minimum Requirements include: High School Diploma or equivalent from an accredited institution.
Six hours college level accounting or equivalent experience (if applicable).
Four or more years of experience in an administrative role in a professional office environment.
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.
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