Facilities Coordinator

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 for 2024. Discover endless opportunities to grow and make your mark at Hines.

Responsibilities

As the Facilities Coordinator with Hines, you will drive the flow of facilities related service requests, ensuring good communication with customers and maximizing the productivity of the entire facilities team. Responsibilities include, but are not limited to:

Work reception and triage

• Receive service requests, ensuring all data is properly captured and logged in the system of record.

• Triage requests to identify needs, impact, and urgency and solicit additional required information.

• Obtain any necessary approvals for work prior to issuing work orders.

• Ensure accuracy and detail of service requests.

• Update service requests when status updates and/or information from peers, landlords, and other vendor partners is received.

• Communicate regularly with customers regarding status updates and service requests ensuring that all requests are handled promptly and services are tailored to the individual.

• Develop and maintain ethical and courteous relations with clients, occupants, landlords, and service partners.

• Serve as an ambassador for the client brand and promote a positive brand image.

Work scheduling and dispatch

• Prioritize and assign service requests to the appropriate service provider.

• Ensure that work orders are properly generated, planned, and closed in relation to preventive maintenance and inspection service level agreements.

• Prepare maintenance schedules for all major equipment and serviced areas according to mid/long-term plans.

• Monitor adherence to agreed schedule and collect execution feedback; Make schedule adjustments as necessary.

Knowledge management

• Properly record all work in the system of record.

• Maintain updated content in the account knowledge base.

• Assist with data extraction, interpretation, and reporting for service requests and work orders.

• Serve as the administrator for the computerized maintenance management system.

• Assist with communications and coordination of response activity during emergencies.

Qualifications

Minimum Requirements include:

• Bachelor's degree from an accredited institution or equivalent work experience

• Two or more of years in administration support role in a professional office environment.

• Supervisory experience is strongly preferred.

• Project coordination.

• Ability to work calmly under pressure in a fast-paced environment.

• Promoting positive employer branding.

• Assuring a safe environment for work.

• Interpersonal and communication skills.

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.

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