Facilities Coordinator

A Facilities Coordinator at Hines plays a crucial role in managing daily facility operations, which include liaising with the Property Management staff and handling requests for maintenance services. Responsibilities involve supervising support staff, directing vendor activities, coordinating employee moves, and ensuring effective communication with outside contractors. With oversight of security processes and management of facilities systems, this role ensures that the workplace functions efficiently and remains a supportive environment for all employees.

To qualify for the Facilities Coordinator role at Hines, candidates need a high school diploma or equivalent and at least two years of experience in an administrative support position within a professional setting. Supervisory experience is preferred, along with strong interpersonal skills and a solid understanding of corporate services and facilities procedures. Candidates should also possess intermediate MS Office skills, particularly in MS Access, alongside advanced knowledge of Visio or Photo Paint.

The Facilities Coordinator position at Hines is integral to fostering a collaborative environment. By effectively managing inter-office moves, coordinating departmental needs, and facilitating communication between staff and outside vendors, the Coordinator ensures that all teams can work efficiently together. This role also involves preparing and maintaining records that support operational goals, demonstrating how facilities management can enhance teamwork across the organization.

At Hines, the work environment for a Facilities Coordinator is typically an office setting that involves frequent interaction with colleagues and vendors. While the position includes some routine office tasks, it also entails physical activity like walking between departments and occasionally lifting items up to 25 pounds. Being in a dynamic atmosphere where communication is key allows the Facilities Coordinator to thrive while contributing to a supportive workplace culture.

Facilities Coordinators at Hines enjoy a competitive compensation package, which includes a salary range between $75,900 and $104,170, along with comprehensive training, robust benefits, and generous vacation allowances. Committed to employee well-being and growth, Hines provides its team members with opportunities for professional development and actively fosters an inclusive environment that values diverse perspectives and experiences.

When answering this question, highlight your relevant experience managing day-to-day facilities operations. Provide specific examples of how you effectively handled requests for maintenance or coordinated with vendors. Discuss your organizational skills and how they contribute to efficient facilities management.

In responding, outline your approach to prioritization. Explain that you would assess the urgency and impact of each request, including deadline-driven tasks, and then organize them accordingly. Emphasize the importance of effective communication with your team regarding timelines and expectations.

Your answer should focus on the importance of establishing strong relationships and clear lines of communication. Discuss regular check-ins and updates, using project management tools if applicable, and being proactive in discussing any potential issues or concerns that may arise.

Discuss your experience maintaining budgets, detailing any relevant software tools you’ve used. Shine a light on your organizational skills and the importance of accuracy in budget management, ensuring expenses align with operational goals and strategies.

Choose a specific challenge that showcases your problem-solving abilities. Detail the issue, the steps you took to resolve it, and the outcome. This could involve a maintenance emergency, vendor negotiations, or a last-minute request, demonstrating your composure under pressure.

Emphasize your awareness of relevant safety protocols and regulations. Describe how you integrate safety training into daily operations and monitor compliance among staff and vendors, highlighting any relevant training programs or certifications you hold.

Elaborate on the importance of collaboration in your role. Discuss how you work with various departments to meet their needs and improve operational efficiency. Mention how facilitating inter-departmental cooperation can enhance workplace culture and productivity.

Discuss your personal strategies for staying organized, such as using task management tools, prioritizing your workload, or employing specific methodologies that work for you (e.g., time-blocking). Stress the importance of attention to detail, especially in paperwork and communication.

When answering, focus on your conflict resolution skills. Explain that you approach conflicts with an open mind and aim to understand all perspectives, facilitating a constructive dialogue to reach a solution. Provide an example if possible.

Your answer should reflect your alignment with Hines' values and culture. Discuss the company's innovative reputation, commitment to employee growth, and how you believe you can contribute to their mission of enhancing facilities management. Show your enthusiasm for being part of such a respected organization.