Hospitality Lead

Hines•Houston, TX

13d•Hybrid

About The Position

As the Hospitality Lead with Hines, you will support both The Square flexible office space member experience and the property management office in a dual-function role. Time is expected to be allocated approximately 50% to hospitality and flexible workplace operations and 50% to property management administration, with priorities coordinated by the respective operational leaders based on business needs. You will serve as a visible, service-oriented resource while maintaining accurate administrative, financial, vendor, and operational processes across both functions.

Requirements

High School Diploma or GED from an accredited institution required
Two or more years of administrative support, hospitality, customer service, property operations, or related professional office experience required.
Excellent customer service and relationship-management skills, with the ability to communicate effectively with members, tenants, vendors, visitors, and employees at all levels.
Strong attention to detail, organization, follow-through, and ability to manage competing priorities across two operational functions in a fast-paced environment.
Ability to exercise sound judgment, maintain confidentiality, resolve difficult customer situations, and remain calm during urgent or emergency conditions.
Advanced proficiency in Microsoft Office, including strong Excel skills

Nice To Haves

bachelor's degree from an accredited institution preferred or equivalent years of direct experience.
Experience with accounts payable, accounts receivable, invoice coding, vendor documentation, contract administration, or facilities coordination preferred.
experience with Coupa, Nexus, SharePoint, or comparable systems preferred.
Working knowledge of budget administration, invoice coding, purchase orders, vendor compliance, certificates of insurance, and document management preferred.
Ability to identify service needs, recommend solutions, and appropriately offer or upsell available services.

Responsibilities

Deliver hospitality and member support at The Square by building relationships, responding to requests and feedback, resolving service issues, and helping maintain a welcoming, community-oriented experience.
Support daily operations of The Square, including member onboarding and move-in/move-out activities, conference room scheduling, tours, programming, communications, supply coordination, and readiness of shared spaces.
Coordinate with Property Management, engineering, janitorial, security, and other service partners to address member, tenant, and building needs; track requests through completion and communicate status to stakeholders.
Administer accounts receivable activities, including tracking tenant rent, utility, and building-service receivables; monitoring aging; maintaining payment records; and coordinating resolution of discrepancies with tenants and accounting.
Process accounts payable activities by reviewing and coding invoices, obtaining required approvals, creating purchase order requests in Nexus, maintaining supporting documentation, and resolving vendor billing issues.
Maintain vendor onboarding, compliance, and contract records, including ACH payment enrollment, certificates of insurance, service contracts, expiration and renewal tracking, approvals, executed documents, and audit-ready files.
Coordinate facilities-related services and vendors, including janitorial, pest control, lamping, carpentry, maintenance, supplies, and other operational needs; assist with scheduling, access, documentation, and follow-up.
Maintain accurate digital and physical records, including SharePoint uploads, tenant and vendor files, contact lists, correspondence, reports, charts, tables, office systems, phones, filing, and general office organization.
Support billing, collections, reconciliations, bill-backs, catering, equipment, parking, postage, shipping, office supplies, programming expenses, and other services provided to members or tenants; identify opportunities to appropriately upsell services.
Provide general administrative and customer service support to The Square and Property Management teams, including screening calls, assisting with line-of-business requests, coordinating meetings and conference room reservations, and completing other duties as assigned.