Evening Facilities & Operations Coordinator

Hines; City of Rochester (NY); On-site; USD 78,000 - 117,000; Full time

Job summary

Hines is seeking a Facilities Coordinator in Rochester to support Facilities Managers with administrative duties, work orders, vendor coordination, and site inspections to ensure high standards. You will handle COIs, PO processing in Prism and Coupa, maintain contact lists, assist with onboarding, and coordinate guard escorts, contributing to a hospitality-driven facilities program.

A high school diploma is required; 2+ years in admin office support; supervisory experience preferred; ability to

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 is critical.
• 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.

Responsibilities

• Monitor and update work orders (redirect all WO’s as needed, client interaction prior to closing a ticket).
• Create POs, send POs to vendors, Receipt POs in Coupa.
• 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.
• 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 presentations

Teamwork

Prioritization

Vendor coordination

Education

High school diploma or GED

Tools

MS Office

Job description

Hines is seeking a Facilities Coordinator in Rochester to support Facilities Managers with administrative duties, work orders, vendor coordination, and site inspections to ensure high standards. You will handle COIs, PO processing in Prism and Coupa, maintain contact lists, assist with onboarding, and coordinate guard escorts, contributing to a hospitality-driven facilities program.

A high school diploma is required; 2+ years in admin office support; supervisory experience preferred; ability to