Property Administrator

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, 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.

Responsibilities

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.

Tenant and Property Operations

• 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.

Accounts Payable and Receivables Support

• 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.

Revenue and Leasing Support

• 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.

Compliance, Records and Coverage

• 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.