Second Shift Facilities Coordinator

Hines; New York (NY); On-site; USD 77,800 - 116,600; Full time

Job summary

Hines is hiring a Facilities Coordinator in New York City. This role involves acting as the primary liaison between Property Management and contractors, overseeing facility operations, and maintaining records. The ideal candidate will have at least two years of administrative support experience and a high school diploma.

Responsibilities include managing maintenance requests, supervising staff, and coordinating inter-office moves. A high degree of interpersonal skills and knowledge of MS Office are essential.

Qualifications

• Minimum 2 years in an administrative support role in a professional office environment.
• Supervisory experience is strongly preferred.
• Must have intermediate knowledge of MS Office.

Responsibilities

• Act as primary liaison to Property Management staff for facility management issues.
• Supervise receptionist and kitchen attendant.
• Manage incoming requests for facilities and maintenance services.

Skills

Administrative support

Supervisory experience

Interpersonal skills

MS Office proficiency

Attention to detail

Education

High school diploma or equivalent

Tools

MS Access

Visio

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 Facilities Coordinator with Hines, you will provides functions as the primary liaison to the Property Management staff and contractors for routine facility management issues.

• Supervises the receptionist and kitchen attendant, including delegating work, establishing priorities and deadlines, coaching, and evaluating performance, hiring, and handling performance related issues.
• Manages incoming requests for facilities and maintenance services and responds to requests on a priority basis. Handles general oversight of the Facilities Desk Operations.
• Serves as primary contact to outside vendors for equipment and maintenance related issues, including first aid kits, fire extinguishers, copiers, etc. Directs the activities of vendors and/or contractors engaged in maintaining and repairing systems. Contacts appropriate personnel when emergency maintenance is required.
• Administers security and building access cards for employees and contractors.
• Coordinates all employee and departmental inter-office moves, including furniture, files, telephone, and computer equipment. Coordinates with appropriate personnel regarding construction buildouts.
• Acts as primary contact for plants, artwork, calling cards, and other requests.
• Prepares quarterly leasehold and rent charges.
• Coordinates with Property Management personnel on various company-wide programs, including Fire Warden/Drills and disaster recovery/response efforts.
• Develops preliminary budget and evaluates monthly expenditures.
• Processes invoices and forwards to manager for approval and accounting for payment. Handles other related accounting duties.
• Develops, implements, and maintains departmental record keeping, filing systems, and information on the Intranet.
• Requests necessary documentation of departmental property inventory from department managers. Tracks information for audit and tax purposes.
• Handles special projects as assigned by management.

Qualifications

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution.
• 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.
• Must demonstrate understanding of Corporate Services’ technical equipment, facilities guidelines/procedures, and business administration.
• 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.
• Intermediate knowledge of MS Office, including MS Access and advanced knowledge of Visio or Photo Paint.
• The ability to cooperate in a team environment is critical.
• Normal office environment with little exposure to excessive dust and temperature.
• There is a high volume of noise when receiving incoming telephone calls.
• 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 also required.
• Typically will sit at workstation sixty percent of the work time.
• Compensation: $77,800 - $116,600 + Bonus

We are an equal opportunity employer and support workforce diversity.