Workplace Experience 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, 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 the Workplace Experience Coordinator at The Square, you are the heart of the experience delivered daily at The Square. You are detail-oriented and excel at managing the day-to-day delivery of services including providing operational and administrative support to clients and daily activities and programming. You are responsible for achieving operational goals and ensuring that the operation of the location complies with The Square’s policies and procedures.

Most of all, you will ensure our members have an exceptional experience every day they are at The Square while maintaining a sense of community and running day-to-day operations of your assigned location. Responsibilities include, but are not limited to:

• Create relationships with members to facilitate a sense of community and hospitality.
• Manages member requests of all shapes and sizes, including answering questions and responding to all client’s requests and feedback.
• Assist in the daily operations and maintenance of the location. Ensure that the lounge, wellness room, kitchen, mail room, print stations and conference rooms are up to operating standards.
• Coordinate member move-in/outs, facilitate completion of any member onboarding items and distribute checklist to the management team.
• Assist General Manager on billing and collection efforts.
• Assist with Sales Tours, local marketing efforts and requests from the Central Marketing team.
• Manage conference room schedule within The Square and/or Conference Center of the building (if applicable) including usage, calendar system, bill backs, catering and equipment. Upsell additional services as appropriate.
• Receive incoming invoices and follow proper Account Payable procedures within defined systems.
• Manage purchase orders for all weekly programming and ongoing events.
• Responsible for accurate reconciliation of office supplies, postage, parking, Fed Ex shipments and other services provided to members.
• Assists in developing, producing, and distributing member communications.
• Coordinate with Property Management, engineering, and janitorial team for member issues as necessary. Follows up on daily member requests (e.g. service calls and special service requests).
• Coordinates with Tenant Services Coordinator at building level for special events, special programs, and holiday events.
• Complies with all regional company policies.
• Acts as a team member with all employees of the management staff.
• Maintains and updates vendor and other files.
• Carries out other duties as assigned by the Property Manager.

Minimum Requirements include:

• Bachelor’s Degree (or currently enrolled and two years completed) from an accredited institution
• Two or more years of experience in customer service or relations.
• Excels at creating and maintaining positive client relations.
• Ability to offer and upsell services.
• Excellent attention to detail and follow-through.
• Ability to diffuse and resolve difficult customer situations.
• Ability to work in a high-pressure environment and act in a dynamic, problem-solving capacity to best serve clients and the team.
• Excellent communication skills, both verbal and written.
• Ability to use Microsoft Office products and technology systems to support operations.
• Maintains calm demeanor in emergency situations.
• Establishes a cooperative working atmosphere among staff.
• Exchange ideas, information and opinions with Staff and Property Management to formulate policies and programs and/or arrive jointly at decisions, conclusions, or solutions.
• Ability to converse with all levels of members.
• Ability to understand and read newspapers, periodicals, journals, manuals to remain conversational and knowledgeable of local news and events.
• Ability to operate…