Facilities Coordinator - Montréal, Canada - Hines

Hines

Verified Company

Montréal, Canada

4 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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 wellmaintained, 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 setup 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 fastpaced 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: