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
Role Overview
You will be responsible for the efficient day-to-day running of the office and making sure that all office systems are managed and maintained efficiently. The ideal candidate will be expected to work front of house at the head office Monday to Friday 9:00am-5:30pm.
- Answering the front door to meet & greet clients/visitors with excellent customer service
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Diary management and coordination, including liaising with internal and external contacts to arrange meetings, conference calls, etc.
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Organising/booking meetings internally & externally for colleagues and clients
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Various travel requests within UK & internationally, i.e. flights, hotels, train tickets & taxis
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Answering the main reception phone line and dealing with queries/transferring calls
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Monitoring the general email inbox
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Logging client expenditure invoices
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Managing and submitting office expenses
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Preparing all meeting room bookings i.e. providing refreshments & catering when necessary, setting up conference call facility and TV screen for presentations
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Ordering and maintaining relevant office supplies
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Maintaining and developing the office filing systems both on paper and computer
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Overseeing the storage archive system
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Incoming post distribution/outgoing post franking and booking couriers
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Producing/formatting documents, org charts, letters, spreadsheets as required
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Maintaining safety and hygiene standards of the office, and ensuring all areas are presentable and tidy
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Assist with organising events internally & externally such as training days, team network outings, charity events and client parties, i.e. arranging venue, food, entertainment, guest list, invitations, etc.
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Assisting property surveyors managing ad hoc tasks, e.g. admin, arranging access to properties, organising inspections, scheduling works and liaising with contractors and suppliers.
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Organising regular surveyor catch up meetings and providing all relevant information to directors before these take place.
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Support the Executive Assistant
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First Aider for the Head Office, training will be provided
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Ad hoc administrative tasks
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Assisting with new joiners induction process and setting up IT
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Assist with uploading new employees to Workday platform, Helix website and other IT platforms, and ensuring their details are updated when required
Qualifications
Person Specification
- Proven administrative and client/customer service experience is preferred
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Strong communication skills, both verbal and written
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Excellent computer literacy skills including numerical skills (Excel, Word, MS Outlook)
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Ability to work alone or as part of a team
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High level of organisational and administrative skills
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Able to use initiative and take responsibility
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Attention to detail and problem-solving skills
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Ability to work under pressure
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People skills
Closing
Hines is a global real estate investment, development and property manager. The firm was founded by Gerald D. Hines in 1957 and now operates in 28 countries. We manage a $92.3B¹ portfolio of high-performing assets across residential, logistics, retail, office and mixed-use strategies. Our local teams serve 634 properties totaling over 225 million square feet globally. We are committed to a net zero carbon target by 2040 without buying offsets. To learn more about Hines, visit www.hines.com and follow @Hines on social media. ¹Includes both the global Hines organization as well as RIA AUM as of June 30, 2022.
Visit www.hines.com for more information.
We are an equal opportunity employer and support workforce diversity.
No calls or emails from third parties at this time please.
PI242910888