Second Shift Facilities 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

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

Hines Facilities Coordinators work alongside Facilities Managers and Assistant Facilities Managers to perform advanced administrative duties related to the management and operation of the client's facilities by providing a work environment consistent with their culture and high standards. Responsibilities include, but are not limited to:

• 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)

Hospitality is an essential component of Facilities management at Hines. Employee is to act as an ambassador for the company and its vision of combining hospitality culture with real estate knowledge. Creating a welcoming and comfortable environment for tenants and its visitors is our priority. The hospitality responsibilities of a facility management role may include but not limited to reception and greeting, guest services, housekeeping, and ensuring that the property is well-maintained and aesthetically pleasing.

Qualifications

Minimum Requirements include:

• 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 criticalli>
• 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 thirty percent of the work time
• Flexibility to work occasional weekends when needed
• Compensation: $77,800 - $116,600 + Bonus

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 assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

No calls or emails from third parties at this time please.