Operations & Tenant Coordination Administrative Assistant

Dedicated to innovative placemaking, Howard Hughes Communities is the real estate platform of Howard Hughes Holdings Inc. (NYSE: HHH) and is recognized for its ongoing commitment to design excellence and to the cultural life of its communities. Building on that foundation, we foster a culture of curiosity that empowers every employee to shape their own story within our organization.

About The Role

Howard Hughes Communities is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support the Operations and Tenant Coordination teams, with occasional administrative support for Leasing. This role requires a high level of professionalism, discretion, adaptability, and follow-through.

Responsibilities

• Perform high-level and confidential administrative support for the Operations and Tenant Coordination teams, with occasional administrative support for Leasing.
• Manage calendars and schedules, including coordinating appointments, resolving conflicts, preparing meeting materials, and tracking follow-up items.
• Monitor incoming correspondence and shared inboxes; draft, proofread, route, and respond to routine communications while escalating time-sensitive matters.
• Prepare, submit, and track expense reports, including collecting receipts, confirming coding, obtaining approvals, and resolving rejected or incomplete submissions.
• Coordinate meetings, conference calls, site visits, and travel logistics; prepare agendas, distribute materials, record action items, and monitor deadlines.
• Maintain organized electronic and physical files, including confidential records, correspondence, contracts, reports, and supporting documentation.
• Maintain operational and tenant coordination records, reports, and workflows in internal systems including, but not limited to, Workday, Salesforce, eBuilder/Trimble, Monday.com, Icertis, and Coupa.
• Assist with contract management, including tracking, filing, routing, and processing approvals.
• Assist with vendor management, including processing payments, invoices, work orders, and related follow‑up.
• Review and track insurance documents for compliance and coordinate with Legal and Risk Management as needed.
• Coordinate communication and documentation between internal teams, tenants, vendors, contractors, and other external partners.
• Support ongoing tenant coordination activities, including communications, scheduling, tour details, billing, reporting, documentation, and follow‑ups; this may involve cross‑regional support.
• Prepare recurring reports, spreadsheets, presentations, status updates, and other management materials with a high degree of accuracy.
• Maintain administrative trackers and follow‑up lists to ensure commitments, approvals, invoices, work orders, and other open items are completed timely.
• Coordinate, support, and perform preconstruction close‑out and punch walks as requested.
• Contribute to special projects and cross‑functional initiatives, and work with all levels of management and external professional entities.
• Provide occasional administrative support for Leasing, including tracking lease documentation status with internal and external partners.
• Handle confidential and sensitive information with discretion, professional