Assistant 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.

Responsibilities

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.

Qualifications

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 without dropping the ball.
• Comfort with ambiguity — you adapt quickly when plans change and stay composed under pressure.
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Slides, Sheets), Jira, Confluence, and Slack.
• Clear, confident communication — written, verbal, and everything in between.
• A collaborative spirit and the judgment to work independently when needed.
• Flexibility to work extended hours on occasion when the business calls for it.
• Bay Area based — this role is onsite 5 days/week at our San Francisco office, with flexible hours.
• Compensation: $67,700 - $84,600

Closing

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

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