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Job Locations US-NY-New York
As a Management Assistant with Hines, you will be responsible for providing advanced administrative support to senior leadership in the Global Marketing & Communications department to ensure the efficient operation of the team. This role supports the Senior Vice President, Marketing & Communications along with other function Vice Presidents (two) based in the New York office.   - Provides administrative support to the Senior Vice President/Vice President, Marketing & Communications by coordinating, facilitating, and communicating department information including managing calendars and meeting requests among Central staff/Regional CEO assistants, City Heads, as well as project and business line leadership among the various company areas. - Monitors select communication channels (email/phone), forwards accurate and detailed messages, facilitates conference calls and, as appropriate, disseminates general information to senior leadership and team. - Composes, updates, and edits various team documents such as PowerPoint presentations, correspondence, and reports. - Coordinates attendance at Hines conferences, client conferences and special events, travel arrangements, meetings, interviews, and conference calls and hybrid meetings. - Makes arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments. - Assists with special projects as needed. - Establishes and maintains appropriate electronic filing systems. - Assists with providing general office support in New York for out-of-town Marketing & Communications team members and guests. - Manage expense reporting on SVP/VPs behalf, tracking personal vs business expenses.
Job ID
2024-11602
Category
Administrative
Job Locations US-UT-Salt Lake City
As an Administrative Assistant - Property Management with Hines, you will will provide administrative support to a team or department. Responsibilities include, but are not limited to:   - Respond to tenant questions and requests via phone, email, and ticketing system - Maintain calendars and coordinate meetings and special events for multiple teams - Code invoices - Assist with projects as assigned by Property Manager, Engineering Manager, and Property Accountant - Provide great customer service in a dynamic, fast paced environment
Job ID
2024-11591
Category
Administrative
Job Locations US-TX-Irving
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.
Job ID
2024-11581
Category
Administrative
Job Locations US-TX-Houston
As a Management Assistant with Hines, you will be responsible for providing advanced administrative support to senior leadership to ensure the smooth operation of the area, under limited supervision. Responsibilities include, but are not limited to:    - Provides administrative support by coordinating, facilitating, and communicating regional information. - Answers phones, forwards accurate and detailed messages, facilitates conference calls and, as appropriate, disseminates general information to callers. - Composes various documents such as agreements, contracts, correspondence, interoffice memos, presentations, and reports. - Coordinates special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls. - Makes arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments. - Makes comparisons between sets of data by identifying trends in data, drawing conclusions, and suggesting solutions. - Assists with presentations and special projects. - Establishes and maintains appropriate filing systems, both electronic and manual.  - Creates, updates, and maintains departmental databases when appropriate.
Job ID
2024-11576
Category
Administrative
Job Locations US-TX-Houston
As a Staff Assistant with Hines, you will provide administrative support in an assigned area to ensure the smooth operation of the area. This position may support more than one individual. Responsibilities include, but are not limited to:    - Provide basic administrative support to assigned team members. - Answer phones, forward accurate and detailed messages, and as appropriate, disseminates general information to callers. In addition, check voice mailboxes on a regular basis and advises recipients of calls or directs calls to the appropriate area. - As requested, type and proofread various documents such as routine correspondence, interoffice memos and reports. - Copy and distribute routine reports in a timely manner. - Prepare both internal and external mail. This includes special handling packages, internal/external mailings, and mailing lists. Also distributes mail and faxes as needed. - Perform data entry when appropriate. - Ensure that office supplies meet assigned group’s supply and stationary needs. - Maintain appropriate filing systems, both manual and electronic. - May prepare and process expense reports. - Assist with special projects to support assigned area.
Job ID
2024-11469
Category
Administrative

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