Coordinator - Workplace

Hines; City of Westminster; On-site; GBP 28,000 - 42,000; Full time

Job summary

Hines is seeking a Workplace Coordinator in London to deliver a seamless workplace experience by blending hospitality with efficient day-to-day operations. You will create a welcoming environment through curated amenities, events, and personalized service, while ensuring the workplace runs smoothly.

The role involves coordinating meetings and events, managing visitor check‑ins and access, coordinating with Property Management and vendors, and supporting health and safety initiatives to maintain

Qualifications

• Minimum requirements include a high school diploma or equivalent.
• 2+ years of professional experience in a relevant role.
• Experience within hospitality is preferred.
• Commitment to hospitality and customer experience.
• Attention to detail and strong follow-through.
• Welcoming interpersonal and communication style.

Responsibilities

• Create a welcoming environment by engaging with occupants and guests, ensuring everyone feels valued.
• Deliver personalized service and troubleshoot issues to maintain a high level of workplace support.
• Coordinate meeting and event logistics, including scheduling, AV setup, catering, and signage.
• Collaborate with Workplace Services Manager to support facilities-related activities.
• Assist with onboarding, access control, visitor check‑ins, and vendor coordination.
• Support health and safety initiatives and audit data related to operations.

Skills

Hospitality experience

Customer service

Communication skills

Event coordination

Education

High school diploma

Job description

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 Workplace Coordinator at Hines, you deliver a seamless workplace experience by integrating elevated hospitality with efficient day-to-day operations. You create a welcoming, engaging environment through curated amenities, events, and personalized service, while also ensuring the workplace runs smoothly and reliably.

You coordinate employee and guest experiences, support workplace transitions, and provide onsite services, partnering closely with Property Management and vendors to maintain high operational standards. This role balances front-of-house engagement with back-of-house execution-ensuring both the experience and the infrastructure that supports it are consistently exceptional.

As the Workplace Coordinator, your objective is to foster a high-performing, service-oriented workplace where every occupant and visitor feels valued, supported, and inspired. Responsibilities include, but are not limited to, participating in:

• Create a welcoming environment by proactively engaging, connecting with and assisting all occupants and guests, ensuring everyone feels valued and part of the community.
• Deliver personalized service that prioritizes individual needs and fosters belonging. Answer and direct needs, troubleshoot issues, resolve inquiries, ensuring a high level of day-to-day workplace support.
• Coordinate meeting and event logistics, including conference room scheduling, AV setup, catering, and signage.
• Partner closely with the Workplace Services Manager to support facilities-related activities and ensure alignment on priorities and service delivery
• Partner closely with the Assistant Manager - Workplace Experience to execute and evaluate events that engage occupants and guests.
• Administer and maintain amenity spaces and offerings, ensuring they meet defined workspace standards. Reset and inspect spaces before and after use.
• Register and check in visitors, coordinate with security and hosts to greet visitors, and manage parking validations.
• Assign office access, issue, track and cancel access cards and security credentials.
• Assign and manage parking, building access, and workstations for new employees and guests, ensuring clear communication throughout the process.
• Provide office tours for new occupants and guests.
• Deploy health and safety strategies, ensuring alignment with program standards.
• Support employees with mobile app usage, workstation setup, and move-in/move-out logistics, offering personalized assistance as needed.
• Emphasize significant milestones such as welcoming employees returning from parental leave and integrating new team members.
• Collaborate with cross-functional partners and vendors, to leverage existing resources and services to enhance key elements of the workplace experience.
• Serve as a liaison to Property Management, supporting day-to-day operational needs while maintaining a strong focus on employee experience.
• Coordinate vendor access, support, and escort vendors doing work within the office.
• Submit and track work orders, ensuring timely resolution of workplace related issues.
• Assist with invoice processing and documentation, ensuring accuracy and alignment with internal processes.
• Facilitate communication between employees, Property Management, and vendors.
• Maintain accurate records and audit data regularly related to vendor activity, service requests, and operational processes.
• Facilitate two-way communication with employees and guests, distribute guides and updates, gather feedback, and provide insights to influence decision making and enhance the overall experience.
• Identify and elevate occupant feedback and operational issues, partnering with appropriate teams to drive resolution.

Qualifications

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution required
• 2+ years of professional experience required
• Experience within the hospitality industry preferred
• Commitment to hospitality, ensuring that all actions contribute to a positive customer experience
• Excellent attention to detail and follow-through
• Welcoming and engaging interpersonal and communication style
• Promoting positive employer branding and a safe environment.
• Ability to answer, express, and exchange ideas over telephone and in virtual meetings by means of the spoken word
• Ability to make aesthetic decisions based on visual and scent perception
• Ability to receive and maintain notary license
• Ability to sit at a desk for long periods of time
• Ability to physically escort guests to various locations, using both stairs and elevators
• Ability to manually lift 30 lbs
• Ability to climb up and down stairs, access restrictive openings, and perform emergency procedures
• Use olfactory, auditory, and visual senses to inspect buildings and detect emergency alarms
• Be flexible and available to support after-hour events and activities.

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