Hospitality 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 a Hospitality Coordinator at Hines, you play an essential role in promoting and supporting the workplace community. The Hospitality Coordinator collaborates with clients, partners, and vendors to support events and activations, meeting room and conference operations, workplace amenities, and more. Your goal is to ensure occupants have an exceptional experience every day and provide personalized, bespoke service. Responsibilities include, but are not limited to:

Meeting and event planning and coordination

• Support event planning, coordination, and set-up for in-person, virtual, and hybrid events.

• Coordinate in-person, virtual, and hybrid employee engagement activations.

• Maintain event calendars and room reservation systems.

• Assist with setting up food and beverage services and decorations for events.

• Provide event and meeting hosts with information on spaces and available options; Recommend value-add options and services to business unit event planners.

• Communicate with event specialists to ensure all equipment and setup requirements have been captured prior to each event.

• Manage portfolio-wide event space calendars and coordinate room logistics, supplies, and furniture reconfigurations.

• Communicate and interface with technical teams regarding audiovisual setup needs; Provide troubleshooting and setup assistance as needed.

• Activate meeting and event spaces prior to use; Reset meeting and event spaces after use.

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

Workplace experience program support

• Ensure ongoing functionality, accuracy, and adoption of occupant engagement platforms.

• Assist with the development and management of the program budget and annual plan.

• Report on service activities and program operations; Assist with insight analysis and identification of trends and improvement opportunities.

• Devise and implement placemaking activities to drive space activation and support client goals.

• Conduct routine research on occupant interests and cultural trends to inform events.

• Develop and maintain an event and activation library including planning tools, promotional materials, budgets, photography, event success and case studies.

• Create and maintain content for weekly newsletter sent out to occupants and clients.

• Maintain content for department SharePoint site.

Hospitality and amenity coordination

• Ensure that public, collaboration, and specialty spaces meet defined standards.

• Place and maintain accurate signage around building sensors, work policies, meeting room bookings, workstations, and other areas.

• Assist with developing a network of service vendor partners while maximizing utilization of preferred vendors and the level of spending with Minority/Women-owned Business Enterprises.

• Oversee space tours including developing tour plans, providing tours, and training tour guides.

• Serve as backup support for Ambassador team members.

Relationship development

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

• Work cross-functionally with training teams, space-specific teams, on-site security, and other vendor partners to ensure collaborative planning and execution of events.

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

Work and knowledge management

• Maintain a working inventory of meeting room and event furniture and equipment.

• Maintain updated preferred vendor and resource lists.

• Assist with the development and distribution of occupant facing communications and guides.

• Conduct regular inspections to maintain the functionality and aesthetic integrity of event spaces and equipment.

• Properly record all work and data in the system of record.

• Resolve assigned work orders and follow up with customers as appropriate.

Qualifications

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution required.

• Two or more years of professional experience.

• Excellent attention to detail and follow-through.

• Promoting positive employer branding.

• Assuring a safe environment for work.

• Ability to develop positive relationships.

• Ability to answer, express, and exchange ideas over telephone by means of the spoken word.

• Ability to make aesthetic decisions based on visual and scent perception.

• Commitment to hospitality, ensuring that all actions contribute to a positive customer experience.

• Strict adherence to non-disclosure agreements and a high degree of confidentiality.

• Ability to comply with client health and safety protocols.

• Ability to manually lift 35 lbs.

• Ability to climb up and down stairs, access restrictive openings, and perform emergency procedures.

• Use olfactory, auditory, and visual senses to inspect buildings and detect emergency alarms.

• Be flexible and available to support after-hours activities as required by the client.

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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