Office Administrator & Receptionist

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
• Diary management and coordination, including liaising with internal and external contacts to arrange meetings, conference calls, etc.
• Organising/booking meetings internally & externally for colleagues and clients
• Various travel requests within UK & internationally, i.e. flights, hotels, train tickets & taxis
• Answering the main reception phone line and dealing with queries/transferring calls
• Monitoring the general email inbox
• Logging client expenditure invoices
• Managing and submitting office expenses
• Preparing all meeting room bookings i.e. providing refreshments & catering when necessary, setting up conference call facility and TV screen for presentations
• Ordering and maintaining relevant office supplies
• Maintaining and developing the office filing systems both on paper and computer
• Overseeing the storage archive system
• Incoming post distribution/outgoing post franking and booking couriers
• Producing/formatting documents, org charts, letters, spreadsheets as required
• Maintaining safety and hygiene standards of the office, and ensuring all areas are presentable and tidy
• 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.
• Assisting property surveyors managing ad hoc tasks, e.g. admin, arranging access to properties, organising inspections, scheduling works and liaising with contractors and suppliers.
• Organising regular surveyor catch up meetings and providing all relevant information to directors before these take place.
• Support the Executive Assistant
• First Aider for the Head Office, training will be provided.
• Ad hoc administrative tasks
• Assisting with new joiners induction process and setting up IT
• 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
• Strong communication skills, both verbal and written
• Excellent computer literacy skills including numerical skills (Excel, Word, MS Outlook)
• Ability to work alone or as part of a team
• High level of organisational and administrative skills
• Able to use initiative and take responsibility
• Attention to detail and problem-solving skills
• Ability to work under pressure
• People skills

Closing

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.

No calls or emails from third parties at this time please.

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