Workplace EventVenue Program Manager (HinesAirbnb)

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 Companys esteemed annual list of the Worlds Most Innovative Companies as well as recognition as one of U.S. News & World Reports Best Companies to Work For in 2024. Discover endless opportunities to grow and make your mark at Hines.

As the Workplace Event/Venue Program Manager with Hines you are essential to fostering connection and community sparking collaboration and enabling productivity and supporting a broad range of events partnering with Workplace Experience The Admin Community Security IT AV and building management teams to ensure onsite events and gatherings are fully supported. Youll focus on creating a seamless and hosted experience for event planners and attendees by coordinating resources tools planning and execution. The position will also observe trends recognize opportunities for process efficiencies and improve policies and procedures pertaining to onsite gatherings. Responsibilities include but are not limited to:

• Coordinate and partner with cross-functional partners (Food team Security Facilities IT AV Employee Engagement and others) and external vendors to support and execute onsite events while ensuring the highest standards of white glove customer service are met.
• Develop working relationships with internal and external vendors and establish a roster of external event vendor partners (production rentals catering bar service florals etc.) for ongoing event and production support.
• Lead and develop a team of Workplace Experience Coordinators overseeing resource allocation for large-scale gatherings while implementing structured performance reviews and professional development tracks to ensure team growth and operational excellence.
• Ensure supported events are in compliance with all building Company and local requirements related to permitting Certificates of Insurance (COIs) alcohol licenses event guidelines/regulations etc.
• Liaise with the Landlord and Facilities teams for event approvals vendors permits logistics and coordination activities pertaining to events taking place within the Companys premises or building common areas.
• Meet with event hosts and stakeholders regularly to review event logistics and hand-hold critical events.
• Alongside the Workplace Experience leads partner closely with the Employee Engagement team to stay informed and contribute to curated events.
• Be available to support after-hours and for high-priority events.
• Perform regular venue inspections to assess overall condition and put in maintenance tickets to various teams (facilities janitorial Security IT) as needed.
• Create and/or maintain all venue information including template seating plans rules/requirements venue offerings headcount capacity etc.
• Partner with the Facilities team to ensure all event furniture (soft seating tables chairs etc.) is tracked well-maintained and accessible to support various events.

• Intake and process event requests. Partner with Workplace Coordinators on:

  • meeting room and venue coordination and booking.

  • taking rooms offline/online.

  • regular inspections to assess room and venue conditions.

  • maintain the Active Rooms and Spaces sheet with up-to-date information.

• Collect feedback and observations to improve Airbnb office spaces and amenities.

• Identify opportunities for improving program policies and team communication and efficiency.

• Create and submit monthly reports that demonstrate program progress and workload metrics (volume of requests and associated time spent).

• Knowledgeable and able to communicate global and local policies around onsite gatherings and events to employees answering all questions as they arise.

• Maintain customer-facing policy information related to events in SF.

• People management functions for Workplace Experience Coordinators supporting Events and gatherings.

• Create proposals for new projects and events including timelines budgets and necessary supporting documentation.

• Present budget(s) and project/event documentation for consideration approval and justify costs.

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution. Bachelors degree preferred
• Five or more years of experience in event coordination/event administrative support customer service hospitality or travel industry. Tech office environment preferred

• Bay Area based - must be able to work onsite 5 days in the San Francisco office

• Passionate about events and demonstrates values of being an exceptional host and having top-notch customer service

• Facilities experience desirable

• High level of organization and attention to detail

• Exceptional project management and communication skills with the ability to manage multiple events and prioritize tasks

• Resourceful observant and proactive

• Proven track record of managing at least 3-5 direct reports

• Flexible adaptable to changes able to shift as business needs evolve

• Proficient with Google Workspace (Gmail Calendar Docs and Sheets) JIRA Confluence and Slack

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 5000 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 Companys prestigious annual list of the Worlds 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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