Facilities Administrator

4 weeks ago

Tempe, United States American Airlines Full time

**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**

As a Facilities Administrator with Hines, you will be responsible for assisting in managing the day-to-day operations of the facilities operations providing advanced administrative support, under limited supervision. This position is based in Tempe, AZ and will support multiple individuals in a property and facilities operations assignment. Responsibilities include, but are not limited to:

- Prepare, process, and maintain all accounting files, which include: processing and tracking invoices, tracking prepayments monthly from multiple vendors, documenting corrections for any AP actions, maintaining updated vendor AP information, and processing requests for new AP vendors (add new vendors into JD Edwards, run OFAC check, submit new vendors to Hines for approval).
- Responsible for Accounts Payable including but not limited to: gathering and reviewing monthly invoices, coding invoices, and ensuring information is accurately entered into online JD Edwards accounting system.
- Generate, update, and maintain managerial accounting information as directed, such as Excel operating and occupancy reports, operating cost summaries, and AP data for subtenant reconciliations.
- Coordinates and attends meetings and walk-throughs as requested.
- Serves the administrative support to assigned team members by coordinating, facilitating, recording, and communicating their individual, group, and company-wide activities.
- Assist in providing, gathering, and delivering information for variance reporting, budget development, and metric reporting. Responds politely and promptly to all Client, Vendor, and Property Manager/Facility Manager inquiries for AP information.
- Maintain both online and office filing system in accordance with policy, ensuring the integrity of all property financial information and adequate computer system security and maintenance.
- Keep Property Manager informed of any accounting changes to operations, billing issues, coding errors, as required by Hines regional procedures.
- Coordinated in-house and outside vendor services related to the facilities operations; this includes but is not limited to, janitorial, pest control, lamping, carpentry, and maintenance contractors.
- Creates purchase order requests for facilities related expenses and projects.
- Uploads documents, including invoices, certificates of insurance, to SharePoint.
- Communicate with client, building staff, and vendors in regard to all facilities related requests.
- Screens incoming calls, handles all routine matters and forwards only those calls requiring the attention of the next level of management.
- As requested, compose various documents such as agreements, correspondence, interoffice memos, reports, charts, and tables.
- Create, update, and maintain computerized databases and building logs.
- Assist with projects as assigned.
- Acts as fire warden for office staff.

**Qualifications**
Minimum Requirements include:

- Bachelor’s degree in business administration or related field from an accredited institution preferred.
- High school diploma required.
- Two or more years of relevant work experience in a professional office environment.
- JD Edwards, Coupa, Nexus and /or other accounting systems experience preferred.
- Advanced proficiency in Microsoft Office software, specifically Word, Excel, and PowerPoint.
- Strong attention to detail and follow-through skills in a fast-paced environment.
- Ability to multitask and work without direct supervision and work in a team environment.
- Ability to communicate effectively, both verbally and written.
- Excellent customer service skills.
- Type a minimum 40-WPM with accuracy.

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