Job Description

Overview

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\xe2\x80\x99ll be a part of shaping our future in the years to come.

Responsibilities

As a Facilities Coordinator with Hines, you will you will serve as a host and central resource for guests and employees for Airbnb\xe2\x80\x99s corporate offices. The Facilities Coordinator is responsible for all office operations, including delivery of Facilities, Food and Safety & Security programs, and functioning as a liaison to property management staff and contractors for routine facility management issues. Responsibilities include, but are not limited to:

• Maintain a space that is productive, safe, and well-maintained, with support & guidance from global Facilities, IT, and Safety & Security team members.

• Act as the primary point of contact for all office operations: supply ordering, building maintenance needs, video conferencing issues, employee concerns, shipments, etc.
• Use global ticketing system to manage incoming requests for facilities and maintenance services, and escalate as needed.
• Act as on the ground contact for Facilities and IT, working with regional contacts and vendors to resolve issues, address routine maintenance, and coordinate shipping and receiving.
• 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.
• Maintain organizational systems to ensure all shared spaces and meeting rooms are tidy and usable throughout the day.
• Maintain inventory of office furniture & equipment.
• Liaise with building management on building issues, in accordance with our lease.
• Manage space planning and maintain a seating chart for office.
• Support space planning efforts including moves, adds, and changes.
• Implement/oversee a food program tailored to the local office that drives culture and cohesion for the team and maximizes the investment.

• Ensure program aligns with global food philosophy and direction.
• Coordinate all snack, beverage and meal deliveries to the office.
• Manage the allocated food program budget by tracking receipts and ensuring program stays within defined budget.
• Act as the primary point of contact for Safety and Security team.

• Follow guidance from Regional Safety & Security Manager to follow global, regional and local protocol.
• Partner closely with the 24 hour Global Security Operations Center (GSOC) to help keep employees and guests safe and informed while in the office or on work travel.
• Assist with safety or security vendor onsite coordination and activities as needed.
• Liaise with building management as needed to ensure company security goals.
• Assist with temporary badging issues as needed.
• Manage oversight of the visitor management system and ensure all guests sign the NDA on the visitor management platform.
• Understand basic IT systems and be available to work with IT to help users as needed.
• Coordinate event set-up and breakdown as needed.
• Follow protocol and operating procedures set and supported by the regional and global office operations teams (Facilities, Safety and Security, Food, IT, and Finance Teams).
• 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.
• Assist with preparation of reporting for supported sites, including metrics, project accomplishments and open issues.
• 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.
• Demonstrate strong initiative and customer service orientation.
• Must demonstrate understanding of Corporate Services\xe2\x80\x99 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.
• Maintain a calm demeanor in emergencies
• Proficiency with Google Suite software
• Familiarity with employee experience programs (e.g. Dogs, Food)
• The ability to cooperate in a team environment is critical.

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 28 countries. We manage a $92.3B\xc2\xb9 portfolio of high-performing assets across residential, logistics, retail, office and mixed-use strategies. Our local teams serve 634 properties totaling over 225 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. \xc2\xb9Includes both the global Hines organization as well as RIA AUM as of June 30, 2022.

We are an equal opportunity employer and support workforce diversity.

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

Hines