Administrative Assistant
Apply Here Job Description :
Overview
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.
Responsibilities
As an Administrative Assistant 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:
- Serve as the administrative support to assigned team members by coordinating, facilitating, recording, and communicating their individual, group, and company-wide activities.
- Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate of general information to callers.
- Coordinate special activities and liaison functions for assigned team members such as travel arrangements, meetings, interviews, and conference calls.
- As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts, and tables.
- Manage, organize, and distribute record drawings and specification binders.
- Assist in preparing presentations.
- Establish and maintain appropriate filing systems, both manual and electronic. May generate confidential files and reports.
- Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
- Create, update, and maintain departmental databases when appropriate.
- Complete special projects to support assigned area.
- Prepare and process expense reports.
- Ensure that office supplies meet assigned group’s supply and stationary needs.
- Assist in maintaining kitchen supplies.
- Prepare both internal and external mail. This includes special handling packages, internal/external mailings, and mailing lists. Also distribute mail and faxes as needed.
- Greet all visitors and directly assist people when appropriate and refer to others when necessary.
- Sign for and contact appropriate person(s) of arriving facsimiles, courier and/or deliveries.
- Obtain office mail daily, date stamp, distribute and process, as necessary.
- Maintain adequate office supply inventory.
- Make copies and transmit facsimiles as requested.
- Ensure receptionist area is kept in clean and professional order.
- Maintain ethical, professional, and courteous relations with all visitors and contractors.
Qualifications
Minimum Requirements include:
- High school diploma or equivalent from an accredited institution
- Five or more years of experience in an administrative role in a professional office environment
- Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
- Demonstrate strong initiative and customer service orientation.
- Compensation: $56,400 – $68,100 3% Bonus Pool
- Benefits Information: https://www.hines.com/careers/locations/usa
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