Facilities Coordinator

1 week ago

Montréal, 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 well-maintained, 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 set-up 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 fast-paced 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._

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