Facilities Coordinator

ServiceNow - HQ • Santa Clara, CA

396d • $74,000 - $77,000

About The Position

The Facilities Coordinator at Hines is responsible for providing logistical support for internal events, ensuring that facilities are prepared and welcoming for all participants. This role involves coordinating event logistics, managing furniture configurations, and collaborating with various stakeholders to facilitate successful events.

Requirements

• High school diploma or GED from an accredited institution.
• Bachelor's degree from an accredited institution is preferred.
• Two or more years of professional experience required.
• Event planning or coordination experience preferred.
• Project coordination skills.
• Ability to promote positive employer branding.
• Knowledge of ensuring a safe work environment.
• Strong interpersonal and communication skills.
• Ability to develop positive relationships.
• Basic knowledge of Microsoft Office and comfort using computerized work ticketing systems.
• Commitment to hospitality and positive customer experience.
• Strict adherence to non-disclosure agreements and confidentiality.
• Ability to comply with client health and safety protocols.
• Ability to manually lift 35 lbs.
• Ability to climb stairs and perform emergency procedures.
• Use of olfactory, auditory, and visual senses to inspect buildings and detect emergency alarms.
• Flexibility to support after-hours activities as required.

Responsibilities

• Provide logistical support for internal events.
• Execute set-up plans for company-led events and employee-led business meetings.
• Reconfigure furniture in meeting spaces according to event specifications.
• Collaborate with the Event Coordinator, clients, partners, and vendors to ensure successful events.
• Coordinate in-person, virtual, and hybrid events.
• Manage room logistics, supplies, and furniture reconfigurations.
• Provide on-site event space setup and support, including for evening and weekend events.
• Set up chairs and tables in designated configurations before special events.
• Return furniture to storage or reconfigure spaces after events conclude.
• Deploy office supplies to event spaces as requested and maintain supply carts.
• Conduct daily/weekly sweeps to retrieve catering tables throughout the buildings.
• Manage storage rooms and event equipment inventory for safety and functionality.
• Communicate with technical teams regarding audiovisual setup needs and provide troubleshooting assistance.
• Serve as an ambassador for the client brand and promote a positive brand image.
• Develop and maintain ethical and courteous relations with clients, occupants, landlords, and service partners.
• Work cross-functionally with various teams to ensure collaborative planning and execution of events.
• Communicate regularly with customers regarding status updates and service requests.
• Maintain a working inventory of conference room furniture and equipment for events.
• Conduct regular inspections of event spaces and equipment to maintain functionality and aesthetic integrity.
• Record all work in the system of record and ensure event-related work orders are resolved.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED