Facilities Coordinator

Overview

When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry. Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies for 2024. Discover endless opportunities to grow and make your mark at Hines.

Responsibilities

As a Facilities Coordinator with Hines, you will provide facilities support to over 700 employees at the Corporate office. Functions as the primary liaison to the Property Management staff and contractors for routine facility management issues. Responsibilities include, but are not limited to:

• Prepare, process, and maintain all accounting files, which include: processing and tracking invoices, tracking prepayments monthly from multiple vendors, documenting corrections for any AP actions, maintaining updated vendor AP information, and processing requests for new AP vendors (add new vendors into JD Edwards, run OFAC check, submit new vendors to Hines for approval).

• Responsible for Accounts Payable including but not limited to: gathering and reviewing monthly invoices, coding invoices, and ensuring information is accurately entered into online JD Edwards accounting system.

• Generate, update, and maintain managerial accounting information as directed, such as Excel operating and occupancy reports, operating cost summaries, and AP data for subtenant reconciliations.

• Assist in providing, gathering, and delivering information for variance reporting, budget development, and metric reporting.  Responds politely and promptly to all Client, Vendor, and Property Manager/Facility Manager inquiries for AP information.

• Maintain both online and office filing system in accordance with policy, ensuring the integrity of all property financial information and adequate computer system security and maintenance.

• Keep Property Manager informed of any accounting changes to operations, billing issues, coding errors, as required by Hines regional procedures.

• May coordinate employee and departmental inter-office moves, including furniture, files, telephone, and computer equipment. Coordinates with appropriate personnel regarding construction buildouts.
• 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.

• 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.

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.

• JD Edwards, Coupa, Nexus and /or other accounting systems experience preferred.

• Supervisory experience is preferred but not required.

• 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.

Closing

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

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