Facilities Coordinator

Richardson, TX, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee assistance program

Training and Development

wellness programs

Job Description

Hines is a globally recognized real estate investment, development, and management firm known for its commitment to innovation, quality, and excellence. Established with a vision to transform the real estate landscape, Hines has earned its place as a leader in the industry, continually pushing boundaries to deliver outstanding results. The company’s reputation is highlighted by accolades such as being named one of Fast Company’s World’s Most Innovative Companies and receiving recognition from U.S. News & World Report as one of the Best Companies to Work For in 2024. This prestige reflects the company’s dedication not only to its clients and investors but also to fostering a dynamic and supportive work environment for its employees. At Hines, employees embark on career journeys that are both challenging and rewarding, guided by visionary leaders who set the standards for the industry. The company emphasizes professional growth, innovation, and operational excellence through its diverse portfolio and collaborative culture.

As a Facilities Coordinator at Hines, you will play a crucial role in supporting the company’s daily operations by ensuring the smooth functioning of facility management and related services. This position serves as the primary liaison between Property Management teams and external contractors, managing routine issues and urgent requests in a professional and timely manner. Your responsibilities will encompass supervising support staff such as receptionists and kitchen attendants, managing vendor relationships for equipment maintenance, and coordinating employee office moves including handling of furniture, IT equipment, and files. You will also oversee security access systems, maintain essential facility resources like first aid kits and fire extinguishers, and assist in the preparation and administration of budgets and invoices. The role demands a proactive approach to problem-solving and requires coordinating with various departments and external parties to ensure efficient workplace operations and compliance with safety standards.

The Facilities Coordinator will be integral in supporting company-wide programs related to fire safety and disaster recovery, helping maintain a safe and secure work environment. Additionally, you will be responsible for maintaining detailed records related to departmental property inventories for audit and tax purposes, and handling special projects as assigned by management. This position offers a dynamic work environment where attention to detail, strong organizational skills, and the ability to manage multiple priorities in a fast-paced office setting are critical for success. Joining Hines as a Facilities Coordinator means contributing to one of the most innovative and respected companies in real estate, with opportunities for career advancement and personal development.

Job Requirements

High school diploma or equivalent
Two or more years in an administrative support role in a professional office environment
Supervisory experience preferred
Strong interpersonal skills
Understanding of facilities guidelines and business administration
Ability to handle sensitive or confidential information
Ability to prioritize work and meet deadlines
Intermediate knowledge of MS Office
Ability to cooperate in a team environment
Ability to lift and carry up to 25 pounds
Ability to walk stairs
Frequent sitting, standing, and walking
Comfortable with a noisy office environment

Job Qualifications

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

Job Duties

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