Evening Facilities Coordinator: Operations & Hospitality

Hines; Northern, New York (KY, NY); Hybrid; USD 78,000 - 117,000; Full time

Job summary

Hines is seeking a Facilities Coordinator to join our team and support facilities management for client properties. You will work with Facilities Managers to ensure a hospitality-forward environment and high operational standards.

Responsibilities include managing work orders in Prism and Coupa, performing site inspections, coordinating vendor communications, onboarding new hires, and maintaining critical contact lists. Strong computer skills and vendor interaction are essential.

Qualifications

• High school diploma or GED from an accredited institution required.
• Two or more years in an administrative support role in a professional office environment.
• Supervisory experience is strongly preferred.
• Interpersonal skills necessary to effectively communicate with a variety of individuals, including outside vendors.
• Strong computer and systems knowledge.
• Ability to produce Power Point presentations.
• 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.
• The ability to cooperate in a team environment.
• Normal office environment; occasional exposure to outside environment (exterior building inspections).
• 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 required.
• Typically will sit at workstation ~30% of the work time.
• Flexibility to work occasional weekends when needed.
• Compensation: $77,800 - $116,600 + Bonus.

Responsibilities

• Prism - Monitor and update work orders (redirect all WO’s as needed, client interaction prior to closing a ticket).
• Coupa - Create POs, send POs to vendors, Receipt POs.
• Daily Commissioning walkthroughs and site inspections to proactively identify deficiencies.
• Provide response and coordination of resolution to all LOB requests.
• Answering phones and prioritize e-mails.
• Verify, approve and file COIs for vendors.
• Maintain a personal daily do list to assist with keeping track of all pending items.
• Work Order Close Out Blitz—Run report for all open/on-hold work orders and close as necessary.
• Update Vendor Contact Lists.
• Complete assigned stretch assignment and present to senior leadership.
• Update LOB, Vendor and Staff Contact lists.
• Manage Hines share drive folder.
• Coordinate guard escorts for vendors.
• Complete new-hire office onboarding (technology, remote access, etc).

Skills

Interpersonal skills

PowerPoint

Computer skills

Team player

Attention to detail

Vendor communication

Education

High school diploma or GED

Tools

PowerPoint

Job description

Hines is seeking a Facilities Coordinator to join our team and support facilities management for client properties. You will work with Facilities Managers to ensure a hospitality-forward environment and high operational standards.

Responsibilities include managing work orders in Prism and Coupa, performing site inspections, coordinating vendor communications, onboarding new hires, and maintaining critical contact lists. Strong computer skills and vendor interaction are essential.