Assistant Workplace Experience Coordinator

Hines Assistant Workplace Experience Coordinator

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.

The Assistant Workplace Experience Coordinator provides dedicated, high-touch hospitality support to our HQ office, and event support to the Workplace Event team. Thriving in a fast-paced tech-office environment, this role focuses heavily on front of house hospitality, event support, and administrative assistance.

As a core support pillar for the workplace experience team, this position blends high-touch office hosting with event operations to keep workflows moving flawlessly. Grounded in a hospitality-forward mindset, the role serves as the central knowledge hub and expert guide for both internal teams and external guests—managing everything from high-touch, white-glove visitor care to curating comprehensive local resource guides, FAQ databases, and neighborhood recommendations.

• Maintain a full understanding of our office HQ to guide employees and visitors as needed.
• Curate and maintain an accurate and updated database and physical collateral for local office FAQs, local restaurants, experiences, pharmacies, transport options, maps, and other local activities available in the city.
• Serve as a hospitality expert in handling all employee and visitor inquiries and requests (directional assistance, white glove service such as physically walking employees/visitors to their meeting rooms, handling luggage, assisting with meeting room changes and meal ordering guidance as needed).
• Partner with Administrative Business Partners, Internal Comms, AV, and other key support teams to manage and support Leadership requests, ensuring the highest standards of "white glove" customer service are met.
• Perform audits of meeting and event spaces to check the accuracy of food setups, room configurations, and overall cleanliness, logging maintenance tickets as needed.
• Act as an extension of the Events Team by providing day-of troubleshooting.
• Conduct day-of-event walkthroughs alongside cross-functional partners to ensure setups match layout requirements and events.
• Monitor dedicated community Slack channels and internal websites, responding promptly to real-time inquiries, adjustments, or troubleshooting requests.
• Maintain and update internal events team tracking systems specifically updating Airtable dashboards, event project trackers, and Jira tickets to ensure real-time accuracy of event metrics, logistics, and feedback.
• Monitor gathering request form submissions by triaging and routing requests to appropriate event team members and cross functional teams.
• Support room bookings using Google calendar and assist with day-of meeting room adjustment requests.
• Analyze event intake data to assist events team with weekly summaries, workloads, and metric tracking.
• Understand and communicate global and local policies around onsite meetings and events to Airbnb employees, and answer questions as they arise
• Demonstrate continuous effort to improve operations, service levels, and streamline work process; open to supporting Workplace projects around HQ
• Provide forward-thinking for future meetings and events by reserving space in HQ for In-Person (Executive Team) weeks, large events/offsites, etc.
• Collect feedback and observations to improve our meeting space and office experience.

Minimum Requirements include:

• A hospitality mindset that shows up in everything you do — from how you greet people to how you handle a last-minute curveball.
• 2+ years of experience in hospitality, event coordination, and/or administrative operations.
• Familiarity with facilities management and a working knowledge of workplace events is a plus..
• Sharp organizational skills, strong attention to detail, and the ability to juggle competing priorities…