Facilities Coordinator

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

As a Facilities Coordinator with Hines, you will provide facilities support. Functions as the primary liaison to the Property Management staff and contractors for routine facility management issues. Responsibilities include, but are not limited to:

• Supervises the receptionist and kitchen attendant, including delegating work, establishing priorities and deadlines, coaching, and evaluating performance, hiring, and handling performance related issues.

• Manages incoming requests for facilities and maintenance services and responds to requests on a priority basis. Handles general oversight of the Facilities Desk Operations.

• Serves as primary contact to outside vendors for equipment and maintenance related issues, including first aid kits, fire extinguishers, copiers, etc. Directs the activities of vendors and/or contractors engaged in maintaining and repairing systems. Contacts appropriate personnel when emergency maintenance is required.

• Administers security and building access cards for employees and contractors.

• Coordinates all employee and departmental inter-office moves, including furniture, files, telephone, and computer equipment. Coordinates with appropriate personnel regarding construction buildouts.

• Acts as primary contact for plants, artwork, calling cards, and other requests.

• Prepares quarterly leasehold and rent charges.

• Coordinates with Property Management personnel on various company-wide programs, including Fire Warden/Drills and disaster recovery/response efforts.

• Develops preliminary budget and evaluates monthly expenditures.

• Processes invoices and forwards to manager for approval and accounting for payment. Handles other related accounting duties.

• Develops, implements, and maintains departmental record keeping, filing systems, and information on the Intranet.

• Requests necessary documentation of departmental property inventory from department managers. Tracks information for audit and tax purposes.

• Handles special projects as assigned by management.

Qualifications

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution.

• Two or more years in an administrative support role in a professional office environment.

• Supervisory experience is strongly preferred.

• Interpersonal skills necessary to effectively communicate with a variety of individuals, including outside vendors.

• Must demonstrate understanding of Corporate Services’ technical equipment, facilities guidelines/procedures, and business administration.

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

• Must be able to prioritize work, meet deadlines and concentrate on detail in a fast-paced work environment.

• Intermediate knowledge of MS Office, including MS Access and advanced knowledge of Visio or Photo Paint. 

• The ability to cooperate in a team environment is critical.

• Normal office environment with little exposure to excessive dust and temperature. 

• There is a high volume of noise when receiving incoming telephone calls.

• The ability to lift, carry and push weight up to 25 pounds, and ability to walk stairwells is required.

• Frequent sitting, standing, and walking is also required.

• Typically will sit at workstation sixty percent of the work time.

Closing

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

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