Community Assistant

Responsibilities:

• Create relationships with the Hines team members to facilitate a sense of community and hospitality in office including ordering and organizing office breakfasts, lunches, happy hours, etc.
• Create professional, hospitality forward environment for all Hines team members and their guests via the execution of the Hines Experience Standards.
• Work with accounting to process invoices from vendors, contractors, and service providers for payment by reconciling work performed or products purchased.
• Assist in the daily operations and maintenance of the Hines San Francisco Project Office. Ensure that the reception area is always neat, presentable, and professional in its appearance to the public. Ensure the kitchen, mail room, print stations and conference rooms are up to operating standards.
• Assist in developing, producing, and distributing Hines team members communications.
• Coordinate with Property Management, engineering, and janitorial team for member issues as necessary. Follows-up on daily Hines team member requests (e.g., service calls and special service requests).
• Coordinate with Office Administrator for special events, special programs, and holiday events.
• Open front office every morning upon arrival.
• Pick up newspapers from lobby and distributes to appropriate person(s).
• Answer phones, forward accurate and detailed messages, screen calls when necessary, 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.
• Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments.
• Complete special projects to support team members.
• Prepare and process expense reports.
• Responsible for ordering and maintaining all office supplies, kitchen, and snack closet items.
• Prepare both internal and external mail. This includes special handling packages, internal/external mailings, and mailing lists. Also distribute mail and faxes as needed.

Qualifications:

• High School Diploma or equivalent from an accredited institution.
• Two years of experience in an administrative role in professional office environment.
• Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
• Demonstrate strong initiative and customer service orientation.
• Interact with employees, visitors and vendors with poise and diplomacy.
• Interpret instructions in written, oral, and diagrammatic or schedule form.
• Ability to manage and prioritize multiple tasks while meeting deadlines.
• Demonstrate sound judgment and make independent decisions in routine situations.
• Advanced proficiency in Microsoft Office software, specifically Word, Excel, and PowerPoint.
• Type a minimum 60-WPM with accuracy.
• Communicate effectively both verbally and written.
• Demonstrate strong attention to detail and proofreading abilities.
• Ability to work in a team environment.
• Communicate effectively both verbally and written.
• Demonstrate strong attention to detail and proofreading abilities.
• Ability to work in a team environment.
• Maintain strict confidentiality.
• Operate personal computer and other office equipment.
• Ability to lift up to 25lbs.
• Work overtime as business needs deem appropriate
• Compensation: $65,000 – $70,000

Closing: