Facilities Coordinator

Hines•Plano, TX

About The Position

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. 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.

Requirements

High school diploma or equivalent from an accredited institution.
Two or more years in an administrative support role in a professional office environment.
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.

Nice To Haves

Supervisory experience is strongly preferred.

Responsibilities

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.