Management Assistant

Hines Real Estate - Woodland Hills, CA (30+ days ago)4.0

When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you’ll be a part of shaping our future in the years to come.

As a Management Assistant with Hines, you will provide administrative support to a team or department. The Management Assistant handles confidential information with discretion, uses independent judgment, takes initiative and delegates responsibilities when appropriate. Responsibilities include, but are not limited to:

As requested compose, prepare, edit and distribute finished copies of written material, correspondence, manuals, legal documents and reports as directed by the General Property Manager and in compliance with Hines’ policies.

Maintain databases/directories such as emergency call lists, tenant directories, fire warden lists, employee lists, vendor certificates of insurance, etc., utilizing online database formats (MyCOI, MSDS-Online, etc.) when appropriate.

Draft service contracts ensuring consistency with proposals and ensuring all compliance matters are met (appropriate insurance, OFAC, W-9 is on file, etc.).

Assist in tenant matters, including but not limited to: move-ins, move-outs, lease administration, billings, key/cardkey/graphics requests.

Establish and maintain superior tenant relations and tenant satisfaction by aiding and assisting tenants, clients and contractors as needed utilizing independent judgment at times.

Maintain open lines of communication with all contract affiliates (i.e., security service, janitorial service, landscape service, parking contractor, etc.) and may provide coordination in the absence of management.

Oversight in the distribution of tenant requests and complaints to the General Property Manager and/or Engineering staff; maintain web work order system and pending work order files.

Prepare budget details for certain accounts.

Maintain the lease, contract, accounting and other filing systems in accordance with policy.


Minimum Requirements include:
High school diploma or equivalent from an accredited institution

Four or more years in an administrative support role in a professional office environment

Advanced knowledge of Microsoft Office

Hines is a privately owned global real estate investment firm founded in 1957 with a presence in 201 cities in 24 countries. Hines has approximately $111 billion of assets under management, including $60 billion for which Hines provides fiduciary investment management services, and $51 billion for which Hines provides third-party property-level services. The firm has 108 developments currently underway around the world. Historically, Hines has developed, redeveloped or acquired 1,295 properties, totaling over 422 million square feet. The firm’s current property and asset management portfolio includes 506 properties, representing over 210 million square feet. With extensive experience in investments across the risk spectrum and all property types, and a pioneering commitment to sustainability, Hines is one of the largest and most-respected real estate organizations in the world. Visit for more information.

We are an equal opportunity employer and support workforce diversity.

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