Assistant Facilities Manager

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, as well as recognition as one of U.S. News & World Report’s Best Companies to Work For in 2024.

Discover endless opportunities to grow and make your mark at Hines.

As a Facilites Management Administrative Assistant at Hines, you play a critical role in facilities operations by ensuring spaces are well maintained and meet the needs of occupants. Responsibilities include, but are not limited to:

• Phone Calls – Answering and transferring all income phone call to the correct employee and department.
• General Communication to employees – Draft and send emailed communication for employees; accordingly, to iOffice and Property Management into IMPAK Business Solution.
• Visitor Module (iOffice Module) – Receive and check in all incoming visitors.
• Day Porter Daily Activities – Coffee Services Start Up Kitchens Daily;
  Daily inspection to report per floor;
  Kitchen Coffee Inventory;
  Conference Room:
  Daily;
  Mail & Packages;
  Printer Rooms;
  Furniture & Storage Inventory;
  Others
• Service Tickets (iOffice Module & IMPAK) – Monitor, create and manage service tickets, including Business Cards for Employees.
• Mail & Packages (iOffice Module) – Pick up, sort and deliver daily mail and shipment services
• Access Control – Cards (badges, mobile , EZ Tag) creation, activation, deactivation and replacement, using Datawatch and C-Cure.
• Reservation Module (iOffice Module) – Manage reservation for conference room, workstations, and offices.
• Maternity Room – Random checks and cleaning service.
• Micro Market – Cards activation, deactivation and replacement for TS Galleria employees.
• Office Suppliers – Assist with ordering of office supplies for NAHQ Office.
• Space Management – Case by Case requirement related to internal movement, new employees/onboarding or offboarding.

Minimum Requirements include:

• High school diploma required.
• Spanish Preferred
• Two years of relevant work experience in a professional office environment.
• Supervisory experience strongly preferred.
• Interact with employees, visitors and contractors with poise and diplomacy.
• Successful completion of the Hines Property Management Training Program or equivalent real estate knowledge.
• Ensure the property is well-maintained and aesthetically pleasing.
• Solution-oriented with strong organization, analytical and project management skills.
• Maintain composure and professionalism at all times.
• Excellent interpersonal, verbal, and written communication skills utilizing property punctuation, grammar, diction, and style.
• Takes initiative and is a proactive leader always focused on continued improvement.
• Possess initiative to assume additional responsibilities.
• Set priorities and meet deadlines.
• Assist in managing the property’s financial activities.
• Advanced competence with a variety of software including MS Word, MS Excel, MS Outlook, and other requested software programs.
• Perform basic business math such as compute discount, interest, percentage, and profit/loss.
• Work indoors approximately 90% of the time and outdoors 10% of the time.
• Perform physical inspections of the property which may include climbing up and down stairs or accessing restrictive openings.
• Ability to lift 25lbs.
• During on call rotation, be accessible 24 hours a day in case of emergency and perform on-site operations management during disasters.
• Work overtime as business needs deem appropriate.

We are an equal opportunity employer and support workforce diversity.