Assistant Workplace Experience Coordinator
Job Overview
Employment Type
Full-time
Compensation
Salary
Range $67,700.00 - $84,600.00
Work Schedule
Flexible
Benefits
Health Insurance
Dental Insurance
Paid Time Off
flexible schedule
Professional Development
Retirement Plan
Employee Discounts
Job Description
Hines is a globally recognized real estate investment, development, and management firm known for its commitment to innovation, excellence, and sustainability. As an industry leader, Hines has established itself by setting high standards and delivering exceptional value to investors, tenants, and communities worldwide. The firm has earned prestigious accolades such as being named one of Fast Company’s World’s Most Innovative Companies and recognized by U.S. News & World Report as one of the Best Companies to Work For in 2024. With a strong legacy rooted in forward-thinking strategies and workplace excellence, Hines offers an inspiring environment for professionals seeking to grow and make a meaningful impact in the real estate and workplace sectors.
The Assistant Workplace Experience Coordinator role at Hines is designed for a hospitality-driven individual eager to provide top-tier support in a dynamic, fast-paced tech-office environment located at Hines’ Headquarters in San Francisco. This full-time onsite position offers a competitive salary range of $67,700 to $84,600 and focuses on delivering exceptional front-of-house hospitality, event coordination, and administrative support. The role is vital in maintaining a seamless workplace experience for employees, visitors, and leadership teams by combining hands-on office hosting with comprehensive event operations.
This position acts as the central hub for workplace experience, offering white-glove service that ranges from personalized visitor care—such as escorting guests, managing meeting logistics, and assisting with special requests—to maintaining an up-to-date directory of local resources including restaurants, pharmacies, transportation options, and area activities. Working closely with cross-functional teams like Administrative Business Partners, Internal Communications, and AV support, the Assistant Workplace Experience Coordinator ensures that all leadership requests are executed with precision and hospitality excellence.
Beyond day-to-day hospitality duties, the role is deeply involved in the logistical execution of workplace events. Responsibilities include auditing meeting rooms and event spaces for set-up accuracy, managing event tracking systems like Airtable and Jira, and troubleshooting event day challenges to guarantee flawless execution. The coordinator also serves as a key communicator for workplace policies related to onsite meetings and events, ensuring all employees are informed and supported.
Adaptability and organizational acumen are critical in this role. The ideal candidate embraces ambiguity and thrives in fast-changing environments, consistently maintaining composure and delivering quality service even during high-pressure situations. This position offers a unique opportunity for a hospitality-minded professional to grow within an innovative real estate firm recognized for its commitment to employee experience and industry leadership. By joining Hines, candidates will be part of a collaborative, forward-thinking workplace that values creativity, efficiency, and a passion for delivering exceptional service at every guest interaction.
The Assistant Workplace Experience Coordinator role at Hines is designed for a hospitality-driven individual eager to provide top-tier support in a dynamic, fast-paced tech-office environment located at Hines’ Headquarters in San Francisco. This full-time onsite position offers a competitive salary range of $67,700 to $84,600 and focuses on delivering exceptional front-of-house hospitality, event coordination, and administrative support. The role is vital in maintaining a seamless workplace experience for employees, visitors, and leadership teams by combining hands-on office hosting with comprehensive event operations.
This position acts as the central hub for workplace experience, offering white-glove service that ranges from personalized visitor care—such as escorting guests, managing meeting logistics, and assisting with special requests—to maintaining an up-to-date directory of local resources including restaurants, pharmacies, transportation options, and area activities. Working closely with cross-functional teams like Administrative Business Partners, Internal Communications, and AV support, the Assistant Workplace Experience Coordinator ensures that all leadership requests are executed with precision and hospitality excellence.
Beyond day-to-day hospitality duties, the role is deeply involved in the logistical execution of workplace events. Responsibilities include auditing meeting rooms and event spaces for set-up accuracy, managing event tracking systems like Airtable and Jira, and troubleshooting event day challenges to guarantee flawless execution. The coordinator also serves as a key communicator for workplace policies related to onsite meetings and events, ensuring all employees are informed and supported.
Adaptability and organizational acumen are critical in this role. The ideal candidate embraces ambiguity and thrives in fast-changing environments, consistently maintaining composure and delivering quality service even during high-pressure situations. This position offers a unique opportunity for a hospitality-minded professional to grow within an innovative real estate firm recognized for its commitment to employee experience and industry leadership. By joining Hines, candidates will be part of a collaborative, forward-thinking workplace that values creativity, efficiency, and a passion for delivering exceptional service at every guest interaction.
Job Requirements
- Hospitality mindset that shows up in everything you do
- 2+ years of experience in hospitality, event coordination, and/or administrative operations
- Familiarity with facilities management and a working knowledge of workplace events is a plus
- Sharp organizational skills and strong attention to detail
- Ability to juggle competing priorities without dropping the ball
- Comfort with ambiguity and ability to stay composed under pressure
- Proficiency with Google Workspace (Gmail, Calendar, Docs, Slides, Sheets), Jira, Confluence, and Slack
- Clear, confident communication skills
- Collaborative spirit with the judgment to work independently
- Flexibility to work extended hours occasionally
- Must be Bay Area based and able to work onsite 5 days/week at our San Francisco office
Job Qualifications
- A hospitality mindset that shows up in everything you do — from how you greet people to how you handle a last-minute curveball
- 2+ years of experience in hospitality, event coordination, and/or administrative operations
- Familiarity with facilities management and a working knowledge of workplace events is a plus
- Sharp organizational skills, strong attention to detail, and the ability to juggle competing priorities without dropping the ball
- Comfort with ambiguity — you adapt quickly when plans change and stay composed under pressure
- Proficiency with Google Workspace (Gmail, Calendar, Docs, Slides, Sheets), Jira, Confluence, and Slack
- Clear, confident communication — written, verbal, and everything in between
- A collaborative spirit and the judgment to work independently when needed
- Flexibility to work extended hours on occasion when the business calls for it
- Bay Area based — this role is onsite 5 days/week at our San Francisco office, with flexible hours
Job Duties
- Maintain a full understanding of our office HQ to guide employees and visitors as needed
- Curate and maintain an accurate and updated database and physical collateral for local office FAQs, local restaurants, experiences, pharmacies, transport options, maps, and other local activities available in the city
- Serve as a hospitality expert in handling all employee and visitor inquiries and requests (directional assistance, white glove service such as physically walking employees/visitors to their meeting rooms, handling luggage, assisting with meeting room changes and meal ordering guidance as needed)
- Partner with Administrative Business Partners, Internal Comms, AV, and other key support teams to manage and support Leadership requests, ensuring the highest standards of "white glove" customer service are met
- Perform audits of meeting and event spaces to check the accuracy of food setups, room configurations, and overall cleanliness, logging maintenance tickets as needed
- Act as an extension of the Events Team by providing day-of troubleshooting
- Conduct day-of-event walkthroughs alongside cross-functional partners to ensure setups match layout requirements and events
- Monitor dedicated community Slack channels and internal websites, responding promptly to real-time inquiries, adjustments, or troubleshooting requests
- Maintain and update internal events team tracking systems specifically updating Airtable dashboards, event project trackers, and Jira tickets to ensure real-time accuracy of event metrics, logistics, and feedback
- Monitor gathering request form submissions by triaging and routing requests to appropriate event team members and cross functional teams
- Support room bookings using Google calendar and assist with day-of meeting room adjustment requests
- Analyze event intake data to assist events team with weekly summaries, workloads, and metric tracking
- Understand and communicate global and local policies around onsite meetings and events to Airbnb employees, and answer questions as they arise
- Demonstrate continuous effort to improve operations, service levels, and streamline work process
- open to supporting Workplace projects around HQ
- Provide forward-thinking for future meetings and events by reserving space in HQ for In-Person (Executive Team) weeks, large events/offsites, etc.
- Collect feedback and observations to improve our meeting space and office experience
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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