Workplace Event Coordinator (Hines@Airbnb)

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 Workplace Event Coordinator will work directly with the Workplace Event Venue Team to ensure employees holding onsite meetings and events are fully supported. You will be responsible for overseeing all coordination for meetings and events onsite and act as the liaison between event requester and stakeholder teams at HQ.

 

Event Coordinator will assist in directing, collaborating and monitoring other operational teams that support events including, but not limited to: Facilities, Catering, Security, Technology (A/V), Janitorial and Ground Control.

 

This position is a customer service facing role and will be responsible for facilitating coordination of all onsite meetings and events from internal clients that require specialty spaces and higher touch support such as business-related projects, sprints, and Executive Team events. The position will focus on observing trends, recognizing opportunities for process efficiencies, and improving policies and procedures pertaining to onsite meetings.

 

• Be available for on-the-ground support of onsite meetings and events at HQ.
• Intake meetings requests for the SF Office; Own room/space booking process, utilizing appropriate software (E.g. Jira, Google Workspace)
• Coordinate with meeting requesters to book rooms and event spaces
• Communicate effectively with a wide range of Airbnb employees and onsite vendors
• Partner with EAs, admins, Internal/External Comms, AV, and other key support teams to manage and support Executive team requests, ensuring the highest standards of “white glove” customer service are met
• Coordinate with the facilities and food team to ensure they understand and are prepared for the onsite meeting, communicating necessary details (E.g. Janitorial Servicing, Catering Request)
• Lead site visits, planning meetings, and details coordination with stakeholders and vendor partners
• Provide day of support for set up, supplies, cleaning, temperature adjustments, and other requests
• Ensure campus rooms and spaces are booked and used effectively, with the amenities fitting the needs of each onsite meeting or event
• Understand and communicate global and local policies around onsite meetings and events to Airbnb employees, and answer questions as they arise
• Support the implementation of global and local office policies for onsite meetings and events as needed (E.g. Global Alcohol Policy, Companion Dog Policy)
• Contact and direct external vendors/service providers as needed to meet requirements for events (E.g. COI’s Vendor Access, Load-In’s); functionally supervise onsite meeting and event support staff (set-up crews, external vendors)

 

Qualifications

Minimum Requirements include:

 

• High school diploma or equivalent from an accredited institution
• Three or more years of experience in Event Coordination or Event Administrative support, experience in Hospitality or the Tech industry a plus
• Facilities experience desirable
• Strong organizational and prioritization skills
• Flexible, adaptable to changes, able to shift as business needs evolve
• Knowledge of Google Workspace (Gmail, Calendar, Docs, Slides and Sheets), JIRA, Confluence, and Slack
• Excellent interpersonal, written and verbal communication skills
• Positive, professional, customer-service oriented personality
• Ability to work independently, with little direction at times
• Ability to lift up to 50 pounds
• Working indoors 90%; outdoors 10% of the time
• Compensation: $75,900 - $94,700

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 i