When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you’ll be a part of shaping our future in the years to come.

As an Administrative Assistant - Control Board with Hines, you will provide advanced administrative and clerical support in an assigned area to ensure the smooth operation of the area. This position will support multiple individuals. Responsibilities include, but are not limited to:

• Schedule all building maintenance and approve construction job requests.
• Manage all construction and tenant request for freight elevator/truck lift usage, canine services, pre-action deactivations, smoke/sprinkler shutdowns, ensuring proper Fire Guards are on site by code for after hour access
• Issue and deactivate photo IDs.
• Responsible to make sure work orders are billed on a timely and accurate basis.
• Create after hours and weekend work report of all approved work for distribution to all building personnel.
• Dispatch all requests to engineers, cleaning, and electrician teams.
• Prepare and review the following before distributing to PMO / Accounting: over-relief reports, monthly tenant billings.
• Prepare work orders for tenant contractor repairs as needed and as directed by property management.
• Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction and style.
• Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate of general information to callers.
• As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts, and tables.
• Create, update, and maintain departmental databases and filing systems when appropriate.
• Complete special projects to support assigned area.
• Coordinate all tenant move-ins and move-outs

Minimum Requirements include:

• High School Diploma or equivalent from an accredited institution.

• Two or more years of experience in an administrative role in a professional office environment.
• Demonstrate strong initiative and customer service orientation.
• Interact with employees, visitors and vendors with poise and diplomacy.
• Ability to manage and prioritize multiple tasks while meeting deadlines.
• Ability to make comparisons between sets of data identifying trends in data, drawing conclusions and suggesting solutions.
• Demonstrate sound judgment and make independent decisions in routine situations.
• Advanced proficiency in Microsoft Office software, specifically Word, Excel and PowerPoint.
• Ability to perform business related mathematical calculations.
• Communicate effectively both verbally and written.
• Demonstrate strong attention to detail and proofreading abilities.
• Ability to work in a team environment.
• Maintain strict confidentiality.
• Compensation: $60,200 - $85,020.
  

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