Overview
1. Answering the front door to meet & greet clients/visitors with excellent customer service
2. Diary management and coordination, including liaising with internal and external contacts to arrange meetings, conference calls, etc.
3. Organising/booking meetings internally & externally for colleagues and clients
4. Various travel requests within UK & internationally,. flights, hotels, train tickets & taxis
5. Answering the main reception phone line and dealing with queries/transferring calls
6. Monitoring the general email inbox
7. Managing and submitting office expenses
8. Preparing all meeting room bookings. providing refreshments & catering when necessary, setting up conference call facility and TV screen for presentations
9. Ordering and maintaining relevant office and kitchen supplies
10. Maintaining and developing the office filing systems both on paper and computer
11. Overseeing the storage archive system
12. Incoming post distribution/outgoing post franking and booking couriers
13. Producing/formatting documents, org charts, letters, spreadsheets as required
14. Maintaining safety and hygiene standards of the office, and ensuring all areas are presentable and tidy.
15. Assist with organising events internally & externally such as training days, team network outings, charity events and client parties,. arranging venue, food, entertainment, guest list, invitations, etc.
16. First Aider for the Head Office, training will be provided.
17. Ad hoc administrative tasks
18. Assisting with new joiners induction process and setting up IT
19. Assist with maintaining the Helix website and other IT platforms, and ensuring details are updated when required
20. Assisting property surveyors managing ad hoc tasks,. admin, arranging access to properties, organising inspections, scheduling works and liaising with contractors and suppliers.
21. Organising regular surveyor catch-up meetings and providing all relevant information to directors before these take place.
22. Logging client expenditure invoices
23. Supporting the surveying team with reporting requirements as needed.
24. Other duties as assigned
Qualifications
Person Specification
Essential:
25. Experience and involvement in advanced administration within the context of an office
26. Experience of liaising with multilevel stakeholders
27. Interest in learning more about surveying in commercial property and working with a team
Desirable:
28. Similar experience of commercial property management and office management
29. Basic understanding of current Health & Safety legislation
30. Basic knowledge of, or an interest in understanding commercial leases / service charges / maintenance / the way of property
31. Experience in liaising with clients, tenants, consultants and local authorities
32. An interest in understanding current Health & Safety legislation
Key Skills
33. Proven administrative and client/customer service experience is preferred
34. Strong communication skills, both verbal and written
35. Excellent computer literacy skills including numerical skills (Excel, Word, MS Outlook)
36. Ability to work alone or as part of a team
37. High level of organisational and administrative skills
38. Able to use initiative and take responsibility
39. Attention to detail and problem-solving skills
40. Ability to work under pressure
41. 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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