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 an Administrative Assistant for Property Management with Hines, you will provide administrative support to a team or department. Responsibilities include, but are not limited to:

• Serve as a primary point of contact for tenant inquiries via phone e-mail and work order ticketing system.
• Provide hospitality-driven customer service in a dynamic, fast-paced environment.
• Verify, approve, and maintain Certificates of Insurance (COIs) for tenants and vendors.
• Assist in coordinating in-house and vendor services related to facilities operations, including janitorial, security, parking operations, marketing, and maintenance.
• Conduct routine property inspections in accordance with Hines’ standards; document observations, identify action items, and ensure timely follow-up through resolution.
• Maintain calendars and coordinate meetings and special events across teams.
• Manage conference room reservations and scheduling.
• Maintain office systems including phones, filing, supply orders, and general organization.
• Update and manage Line of Business (LOB), vendor, and staff contact lists.
• Code and process invoices.
• Create purchase order requests for facilities-related expenses and projects using Nexus or similar system.
• Upload documents (e.g., contracts, COIs, lease documents) to global document retention systems.
• Support Property Manager, Assistant Property Manager, Engineering Manager and Marketing & Events Manager with assigned projects.
• Assist with ad job requests from Line of Business teams.
• Compose various documents including agreements, correspondence, newsletters, notices, and reports as needed.
• Screen incoming calls, handle routine matters, and escalate calls requiring management attention.

Minimum Requirements include: 

• High School Diploma or equivalent from an accredited institution

• Two or more years’ experience in an administrative role within a professional office environment

• Proficiency in Microsoft Office Suite including Excel; experience with Coupa preferred.

• Familiarity with budget tracking and invoice coding; prior experience preferred.

• Exceptional customer service and interpersonal communication skills

• Strong attention to detail and ability to follow through in a fast-paced, deadline-driven environment.

• Ability to work indoors approximately 95% of the time, with occasional outdoor tasks (5%)

• Flexibility to work overtime as needed based on business demands.

• This is a full-time, on-site role based in our Denver office.

• Compensation: $55,600 - $63,000; 3% Bonus Pool
• Benefits Information: https://www.hines.com/careers/locations/usa

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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