Practice Management Assistant Jobs (NOW HIRING)

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.

The Management Assistant role in the Hines Austin office will provide advanced administrative support to the City Head to ensure smooth operations of the local Austin office as well as property management support to the existing commercial properties under management in Central Texas. Responsibilities include, but are not limited to:

• Provides administrative support to the Austin City Head and team.

• 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.

• Partners with the Property Manager to ensure accuracy of Billback entries, journal entries, Accounts Receivables and general ledger.

• Monitors Accounts Receivables collected and engages in follow-up communication with tenants.    

• Assists with presentations and special projects as needed.

• Establishes and maintains appropriate filing systems, both electronic and manual. 

• Creates, updates, and maintains departmental databases when appropriate.

• Assists with providing general office support, and prepare and process expense reports.

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution; college degree preferred.
• Four or more years of experience in an executive administrative role in a professional office environment.

• Composes various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.

• Demonstrates strong attention to detail and proofreading abilities.

• Demonstrates strong initiative, strong work ethic, and customer service orientation.

• Ability to delegate as necessary.

• Manages and prioritize multiple tasks while meeting deadlines.

• Communicates effectively both verbally and written.

• Demonstrates sound judgment and makes independent decisions in routine situations.

• Interacts with executives, employees, visitors and vendors with professionalism and diplomacy.

• Advanced proficiency in Microsoft Office, Adobe Acrobat, Box.com, and DocuSign software.

• Maintains strict confidentiality.

• Ability to perform business related mathematical calculations.

• Ability to work in and foster a team environment.

• Types a minimum 60-WPM with accuracy.

• Work indoors approximately 99% of the time and outdoors 1% of the time.

• Flexibility to be able to provide remote support.

• Operate personal computer and other office equipment.

• Ability to lift up to 25lbs.

• Work overtime as business needs deem appropriate

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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