Facilities Manager

About the role

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

• As a Facilities Manager with Hines, you will have full responsibility and commensurate authority for the management of all maintenance and operations functions, budget, and assigned personnel at a leased site.
• Responsible for maintaining the highest level of customer service by responding to client service requests dispatched through a central help desk, scheduling preventive maintenance, providing support to other Corporate Real Estate and Facilities Management department groups, and all business unit administrators.
• Develop and maintain ethical, professional, and courteous relations with site occupants, contractors, and clients.
• Handle the administration and management of all activities related to interior maintenance, cleaning, and client service requests, including proper insurance certificates are on file for all vendors working on site.
• Manage all client service requests and communication to requestor and business unit manager.
• Ensure requests are processed correctly, properly recorded in the work order system, and completed in a timely basis.
• Develop and maintain positive relations with all occupying business units.
• Meet with business unit representatives on a regular basis to dispense information related to facility support and solicit input.
• Support all project and move managers for construction and move projects including the provision for freight elevator scheduling, construction cleaning, file clean‑outs, and move box delivery.
• Assist in support of special events planned by others in on‑site dining, training, and meeting rooms.
• Coordinate efforts with landlord base building management to ensure effective resolution of issues affecting both the building and the organization.
• Inspect all facilities, identify discrepancies, and coordinate repairs.
• Provide information and direct input in major fiscal activities, including budget preparation, financial planning and variance analysis.
• Provide economic justification for expenses including bidding of large purchase and/or price evaluation.
• Ensure proper and timely payment of all accounts payable including the coding, verification of accuracy, approval and forwarding for payment.
• Submit monthly required reporting for the site, including metrics, project accomplishments and open issues.
• Develop and manage annual budgets and monthly variance reporting for the site.
• Review and approve vendor invoicing ensuring all required back‑up has been provided.
• Comply with all company, client, and regional policies.

Qualifications

• Bachelor’s degree from an accredited institution in business administration, facilities management, or engineering preferred.
• Three or more years of related real estate/facilities work experience.
• Supervisory experience strongly preferred.
• P&L responsibility and budgetary experience.
• Successfully complete the Hines Property Management Training Program.
• Interact with employees, visitors and contractors with poise and diplomacy.
• Maintain a calm demeanor in emergencies.
• Compose business letters, expositions, summaries, and reports, using proper format, punctuation, grammar, diction, and style.
• Speak before an audience with confidence, using appropriate communication skills/style.
• Demonstrate strong initiative and customer service orientation.
• Establish and maintain a cooperative working atmosphere among staff.
• Exchange ideas, information, and opinions with others to formulate policies and programs and/or arrive jointly at decisions, conclusions, or solutions.
• Perform numerical and financial calculations.
• Analyze and interpret various types of data in order to draw conclusions and solve problems.
• Demonstrate proficiency in Microsoft Office software.
• Work indoors approximately 95% of the time and outdoors 5% of the time.
• Use olfactory, auditory, and visual senses to inspect building and detect emergency alarms.
• On occasion, perform physical inspections of the property which may include climbing up and down stairs or accessing restrictive openings.
• Ability