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

The Senior Administrative Coordinator will support administrative project management tasks for the Basecamp team, including: various office access workstreams, content management among various platforms, office communications, regular data analytics and reporting and other administrative functions as needed, all while providing top-notch employee customer service!

The ideal candidate will have a strong project management background, including a proven track record in working autonomously, a knack for being resourceful and identifying solutions. We seek an individual with strong initiative and customer service orientation who is able to successfully interpret evolving company guidelines and explain clearly to employee inquiries, and who possesses critical thinking to make connections between various sources of information with little guidance, all while being proactive and extremely detail oriented.

We are looking for someone who is excited, committed to excellence, takes great pride in their work, is detailed, curious, and goes above and beyond to provide excellent customer service!

As a Senior Administrative Coordinator, you will be required to take a project management approach to all of the work overseen. This includes: adhering to, tracking, and meeting deadlines, partnering with various stakeholders to ensure alignment and clarity and sharing timely updates as needed, while producing high-quality, detailed, and accurate work. Major categories of work are:

Administration

• Support high-volume Gathering and Event Tool administration by: managing approvals, answering questions, managing request intake, making changes to internal documentation, escalating any functionality problems to internal leadership, auditing staff list is current, and copy changes
• Support maintenance of editorial calendar with office-related communications and content projects with regular and proactive updating, including, but not limited to: digital display content, Slack posts, global office-related communications, regular Confluence audits, trainings, and more
• Understand and synthesize complex evolving policies, and use resources to directly respond to employee questions related to office access, registration, and more
• Maintain up-to-date lists of frequently asked questions, answers, and processes
• Proactively review upcoming calendar and action any required processes or projects, consulting Basecamp team as needed
• May support other office-related administrative processes, as needed 

Content Management

• Assist with regular Confluence audits, providing project management support, including: tracking completion and accurately implementing changes to Confluence once approved
• Perform regular updates to Confluence as requested, by: facilitating Legal review, accurately implementing changes to Confluence once approved, creating new pages using standardized templates, and any other administrative work needed
• Maintain centralized Confluence list, ensuring all Confluence working document links, Confluence live page links, and Content Managers are kept up-to-date and accurate
• Ensure all updates to Confluence maintain design integrity (spacing, page format and style) in the editing process 

Office Communications

• Sort and filter monthly spreadsheet for required fields to manually add new hires to office and local Slack channels on a monthly basis
• Intake global digital display requests and proactively follow-up with requestors for any needed clarification
• Maintain editorial calendar with all global digital display content
• Build content using design templates provided by Basecamp team
• Act as primary Stratos administrator, uploading and deactivating global digital display content for global offices

Data Gathering

• Collaborate with Airbnb to support designing a professional dashboard to present metrics to leadership in an easily readable and on-brand way, using internal marketing guidelines
• Generate monthly metrics for Confluence, email alias, and Slack data
• Support pulling regular metrics out of Gathering and Event Tool relevant to individual stakeholders and teams on a regular and as needed basis

Qualifications

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution. 

• Five or more years experience in project management, with exceptional project management skills

• Proven ability to work autonomously with a high level of organization, producing highly-detailed and accurate work

• Experience in Tech preferred but not required

• Participate as a team member on multiple projects simultaneously and work effectively in a fast-paced, dynamic team environment with high expectations for quality. Able to adapt to changes quickly

• Strong experience in customer service, receiving complex inquiries, and being able to provide clear and detailed answers in compliance with company policy

• Experience in process documentation, editing, and maintenance

• Excellent interpersonal, written and verbal communication skills

• Establish and maintain a cooperative working atmosphere among staff and contractors; exchange ideas, information, and opinions with others to formulate policies and programs and/or arrive jointly at decisions, conclusions, or solutions

• Must have the ability to appropriately handle sensitive or confidential information

• Analyze and interpret various types of data in order to draw conclusions and solve problems

• A positive attitude and hunger for learning and growth

• Experience working in hybrid environment strongly preferred

• Proficient with Google Workspace (Gmail, Calendar, Docs, and Sheets), JIRA, Asana, and Slack

• Previous experience with Confluence strongly preferred

• Compensation: $87,900 - $109,900

Closing

Hines is a global real estate investment, development and property manager. The firm was founded by Gerald D. Hines in 1957 and now operates in 30 countries. We manage a $93.2B¹ portfolio of high-performing assets across residential, logistics, retail, office and mixed-use strategies. Our local teams serve 857 properties totaling over 270 million square feet globally. We are committed to a net zero carbon target by 2040 without buying offsets. To learn more about Hines, visit www.hines.com and follow @Hines on social media. ¹Includes both the global Hines organization as well as RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

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