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Facilities Coordinator

3 months ago

Montreal, Quebec, Canada Hines Full time

Overview:


When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you'll be a part of shaping our future in the years to come.


Responsibilities:


As a Facilities Coordinator with Hines, you will you will serve as a host and central resource for guests and employees for Airbnb's corporate offices.

The Facilities Coordinator is responsible for all office operations, including delivery of Facilities, Food and Safety & Security programs, and functioning as a liaison to property management staff and contractors for routine facility management issues.


Responsibilities include, but are not limited to:

  • Maintain a space that is productive, safe, and wellmaintained, with support & guidance from global Facilities, IT, and Safety & Security team members.
  • Act as the primary point of contact for all office operations: supply ordering, building maintenance needs, video conferencing issues, employee concerns, shipments, etc.
  • Use global ticketing system to manage incoming requests for facilities and maintenance services, and escalate as needed.
  • Act as on the ground contact for Facilities and IT, working with regional contacts and vendors to resolve issues, address routine maintenance, and coordinate shipping and receiving.
  • 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.
  • Maintain organizational systems to ensure all shared spaces and meeting rooms are tidy and usable throughout the day.
  • Maintain inventory of office furniture & equipment.
  • Liaise with building management on building issues, in accordance with our lease.
  • Manage space planning and maintain a seating chart for office.
  • Support space planning efforts including moves, adds, and changes.
  • Implement/oversee a food program tailored to the local office that drives culture and cohesion for the team and maximizes the investment.
  • Ensure program aligns with global food philosophy and direction.
  • Coordinate all snack, beverage and meal deliveries to the office.
  • Manage the allocated food program budget by tracking receipts and ensuring program stays within defined budget.
  • Act as the primary point of contact for Safety and Security team.
  • Follow guidance from Regional Safety & Security Manager to follow global, regional and local protocol.
  • Partner closely with the 24 hour Global Security Operations Center (GSOC) to help keep employees and guests safe and informed while in the office or on work travel.
  • Assist with safety or security vendor onsite coordination and activities as needed.
  • Liaise with building management as needed to ensure company security goals.
  • Assist with temporary badging issues as needed.
  • Manage oversight of the visitor management system and ensure all guests sign the NDA on the visitor management platform.
  • Understand basic IT systems and be available to work with IT to help users as needed.
  • Coordinate event setup and breakdown as needed.
  • Follow protocol and operating procedures set and supported by the regional and global office operations teams (Facilities, Safety and Security, Food, IT, and Finance Teams).
  • 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.
  • Assist with preparation of reporting for supported sites, including metrics, project accomplishments and open issues.
  • Handles special projects as assigned by management.

Qualifications:

Minimum Requirements include:

  • 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.
  • Demonstrate strong initiative and customer service orientation.
  • 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 fastpaced work environment.
  • Maintain a calm demeanor in emergencies
  • Proficiency with Google Suite software
  • Familiarity with employee experience programs (e.g. Dogs, Food)
  • The ability to cooperate in a team environment is critical.

Closing:

  • We are an equal opportunity employer and support workforce diversity._