Coordinator - Workplace

NYC, NY, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $77,800.00 - $97,100.00

Work Schedule

Flexible

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee wellness programs

Professional development opportunities

Flexible work arrangements

Job Description

Hines is a global real estate investment, development, and property management firm founded in 1957 by Gerald D. Hines. Over the decades, Hines has expanded its reach to operate in 28 countries, managing an impressive portfolio of $92.3 billion in assets, including residential, logistics, retail, office, and mixed-use properties. With local teams serving 634 properties spanning over 225 million square feet globally, Hines is widely recognized for its commitment to excellence, innovation, and sustainability, including an ambitious net zero carbon target by 2040 achievable without purchasing offsets. The company places great emphasis on its people, fostering a workplace culture that supports diversity, professional development, and a strong commitment to environmental stewardship. Hines has earned recognition as one of Fast Company's World's Most Innovative Companies for 2024 and was named one of U.S. News & World Report's Best Companies to Work For in the same year.

As a Workplace Coordinator at Hines, you will play a pivotal role in delivering an exceptional workplace experience that blends elevated hospitality with efficient, day-to-day operational execution. This position requires creating a welcoming, engaging environment by managing amenities, orchestrating events, and providing personalized services that enhance occupant and visitor satisfaction. The Workplace Coordinator will act as a bridge between the front-of-house guest interactions and the back-of-house operational functions, ensuring seamless service delivery and workplace functionality.

Your responsibilities will encompass coordinating employee and guest experiences, supporting workplace transitions such as move-ins and move-outs, and partnering closely with Property Management and vendors to uphold high operational standards. In this role, you will administer conference room scheduling, manage event logistics including audiovisual setups, catering, and signage, and ensure amenity spaces meet workspace standards by conducting regular inspections. Essential to your daily tasks will also be visitor registration, managing security credentials, and coordinating parking assignments, all while proactively engaging with occupants to foster a sense of community.

You will closely collaborate with the Workplace Services Manager and Assistant Manager – Workplace Experience to align facilities activities and execute events aimed at boosting occupant engagement. Additionally, you will facilitate communication between employees, Property Management, and vendors to enhance workspace services continuously. This role also calls for supporting health and safety protocols, assisting employees with technology tools like mobile apps and workstation setups, and being available for after-hours support during events.

The ideal candidate will be dedicated to creating a high-performing, service-oriented environment where every individual feels valued, supported, and inspired. You will need to embody Hines' commitment to hospitality excellence and operational reliability, contributing towards enhancing the overall experience and infrastructure that supports the workplace community. Compensation for this role ranges between $77,800 and $97,100, reflecting the level of expertise and responsibility required.

Joining Hines means becoming part of a forward-thinking organization rooted in a rich legacy of innovation and people-centric values. The company offers comprehensive training, competitive pay, robust benefits, and generous vacation packages. More importantly, Hines promotes an inclusive environment where employees thrive and contribute to projects that enhance cities and pioneer sustainable real estate solutions worldwide. This role offers ample opportunity for professional growth and the chance to make a meaningful impact within a global leader known for its excellence and innovation.

Job Requirements

High school diploma or equivalent
Minimum two years of professional experience
Preferred experience in hospitality industry
Strong commitment to customer service and hospitality
Excellent attention to detail
Effective interpersonal and communication skills
Ability to handle telephone and virtual communication
Capacity to make decisions based on visual and scent cues
Ability to obtain and maintain notary license
Ability to sit for extended periods
Ability to escort guests physically using stairs and elevators
Ability to manually lift up to 30 lbs
Ability to perform emergency procedures
Sensory ability to inspect building environments
Availability to support after-hour events

Job Qualifications

High school diploma or equivalent from an accredited institution required
A minimum of two years of professional experience required
Experience within the hospitality industry preferred
Commitment to hospitality, ensuring that all actions contribute to a positive customer experience
Excellent attention to detail and follow-through
Welcoming and engaging interpersonal and communication style
Promoting positive employer branding and a safe environment
Ability to answer, express, and exchange ideas over telephone and in virtual meetings by means of the spoken word
Ability to make aesthetic decisions based on visual and scent perception
Ability to receive and maintain notary license
Ability to sit at a desk for long periods of time
Ability to physically escort guests to various locations, using both stairs and elevators
Ability to manually lift 30 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-hour events and activities

Job Duties

Create a welcoming environment by proactively engaging, connecting with and assisting all occupants and guests, ensuring everyone feels valued and part of the community
Deliver personalized service that prioritizes individual needs and fosters belonging
Coordinate meeting and event logistics, including conference room scheduling, AV setup, catering, and signage
Partner closely with the Workplace Services Manager to support facilities-related activities and ensure alignment on priorities and service delivery
Partner closely with the Assistant Manager – Workplace Experience to execute and evaluate events that engage occupants and guests
Administer and maintain amenity spaces and offerings, ensuring they meet defined workspace standards
Reset and inspect spaces before and after use
Register and check in visitors, coordinate with security and hosts to greet visitors, and manage parking validations
Assign office access, issue, track and cancel access cards and security credentials
Assign and manage parking, building access, and workstations for new employees and guests, ensuring clear communication throughout the process
Provide office tours for new occupants and guests
Deploy health and safety strategies, ensuring alignment with program standards
Support employees with mobile app usage, workstation setup, and move-in/move-out logistics, offering personalized assistance as needed
Emphasize significant milestones such as welcoming employees returning from parental leave and integrating new team members
Collaborate with cross-functional partners and vendors, to leverage existing resources and services to enhance key elements of the workplace experience
Serve as a liaison to Property Management, supporting day-to-day operational needs while maintaining a strong focus on employee experience
Coordinate vendor access, support, and escort vendors doing work within the office
Submit and track work orders, ensuring timely resolution of workplace related issues
Assist with invoice processing and documentation, ensuring accuracy and alignment with internal processes
Facilitate communication between employees, Property Management, and vendors
Maintain accurate records and audit data regularly related to vendor activity, service requests, and operational processes
Facilitate two-way communication with employees and guests, distribute guides and updates, gather feedback, and provide insights to influence decision making and enhance the overall experience
Identify and escalate occupant feedback and operational issues, partnering with appropriate teams to drive resolution