Evening Facilities Coordinator - Hospitality & Ops

Hines; New York (NY); On-site; USD 78,000 - 117,000; Full time

Job summary

Hines Facilities Coordinators work alongside Facilities Managers to perform advanced administrative duties for the client’s facilities, ensuring a welcoming environment aligned with Hines’ culture and standards.

Responsibilities include monitoring work orders, handling POs, site inspections, and coordinating with vendors and staff. The role requires strong organization, discretion with information, and occasional weekend work.

Qualifications

• High school diploma or GED required.
• Two or more years in an administrative support role in a professional office environment.
• Supervisory experience preferred.
• Interpersonal skills to communicate with vendors and staff.
• Strong computer and systems knowledge.
• Ability to create PowerPoint presentations.
• Handle confidential information appropriately.
• Ability to prioritize work and meet deadlines in a fast-paced environment.
• Teamwork is critical.
• Occasional weekends may be required.

Responsibilities

• Monitor and update work orders and redirect as needed.
• Create and send POs to vendors and handle receipts.
• Conduct daily site inspections to identify deficiencies.
• Coordinate response to requests across lines of business.
• Answer phones and manage emails.
• Verify and file COIs for vendors.
• Maintain personal daily task lists and track pending items.
• Close out old work orders and run related reports.
• Update vendor, staff and LOB contact lists.
• Manage Hines shared drive and coordinate guard escorts.
• Complete new-hire office onboarding.

Skills

Administrative support

Interpersonal skills

Prioritization & deadlines

Team collaboration

Strong communication

Education

High school diploma or GED

Tools

PowerPoint

MS Office

Job description

Hines Facilities Coordinators work alongside Facilities Managers to perform advanced administrative duties for the client’s facilities, ensuring a welcoming environment aligned with Hines’ culture and standards.

Responsibilities include monitoring work orders, handling POs, site inspections, and coordinating with vendors and staff. The role requires strong organization, discretion with information, and occasional weekend work.