Property Administrator

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 Property Administrator provides administrative, financial and operational support to the property management teams at T3 Bayside and T3 Junction. The role helps deliver responsive tenant service, accurate financial and compliance records, and consistent day-to-day operations across both properties. By coordinating recurring processes, tenant requests, events and revenue opportunities, the Property Administrator helps reduce administrative bottlenecks.

• Coordinate tenant communications and service requests, including timely responses, clear follow-up and consistent information across both properties.
• Monitor and update work orders; coordinate with building operations, service providers and tenants to support completion and close-out.
• Assist with building inspections, maintain inspection records and follow up on identified items.
• Help coordinate tenant events, wellness programs and property activities, including logistics and communications.

• Code and process invoices in accordance with internal procedures, approval requirements and cut-off timelines.
• Prepare recurring monthly billings and record cash receipts, maintaining clear supporting documentation.
• Assist with tenant chargebacks, accruals, reconciliations and other accounting-related work managed by the property team.
• Support annual budget preparation and periodic financial reporting by gathering, organizing and validating information.

• Assist with film and event-space rental inquiries and bookings at both properties, coordinating availability, documentation, approvals and operational requirements.
• Maintain accurate booking records and support invoicing and follow-up so opportunities are processed efficiently and revenue is captured.

• Assist with property contracts by coordinating documentation, tracking key dates, maintaining contract records and supporting the review and execution process as directed.
• Maintain organized and accurate tenant, vendor, financial and operational records in accordance with internal processes.
• Prepare routine reports and documentation, track deadlines and support adherence to approval and compliance requirements.
• Provide vacation and absence coverage for recurring administrative processes and tenant support to promote continuity of operations.
• Perform other duties as assigned in support of the property management teams and the effective operation of both properties.

Minimum Requirements include: 

• High School Diploma or equivalent from an accredited institution; Bachelor's degree preferred.
• Two or more years of experience in an administrative role in a professional office environment.
• Experience in property administration, commercial real estate, office administration or a related role is an asset.
• Comfort working with invoices, billing, cash receipts, expense coding and supporting financial records.
• Strong organization and follow-through, with the ability to manage recurring deadlines and competing requests.
• Clear, professional written and verbal communication and a service-oriented approach to tenant and vendor interactions.
• Proficiency with Microsoft Outlook, Word and Excel. Knowledge of JDE, Rockport (RBudget), Prism, or similar property management, accounting or budgeting systems is an asset.
• Sound judgment, discretion and care when handling tenant, vendor and financial information.

• Work overtime as business needs deem appropriate.

• Compensation: $65,000 - $70,000

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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