Facilities Coordinator

Job Title

Facilities Coordinator

Job Description Summary

The Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of client facility needs. This role supports operational activities in maintenance and operations, accounting and finance, vendor oversight, equipment and supplies, and proactively develops and maintains client relationships ensuring expected service levels are achieved.

Job Description

Essential Functions and Responsibilities

• Provide general overall facility management services, including continuous monitoring of office/facility.
• Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery.
• Follow up with clients to ensure customer satisfaction.
• Respond to all facility inquiries and complaints, assess problems and take necessary corrective action.
• Remain knowledgeable regarding all operational aspects of building systems and safety procedures.
• Coordinate with outside contractors for service and repairs of equipment.
• Schedule and manage repairs, maintenance, minor works, and other work requests, tracking to completion.
• Create work orders and assign to engineering staff, subcontractors, and vendors; report on open and closed work orders.
• Request, review, and submit work orders, bids, and proposals from vendors.
• Verify final invoice pricing and process payments in a timely manner; manage purchase orders and vendor payments using finance systems.
• Assist in procurement of vendors and services as required; monitor and assess vendor performance.
• Train vendors on work order and billing procedures.
• Manage complex work orders such as environmental issues and disaster recovery.
• Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates.
• Provide process and procedures training and direction to new associates.
• Coordinate special events, meetings, and conference facilities in support of client.
• Assist with measuring and reporting key performance indicators against service level agreements; ensure KPI compliance.
• Provide facilities helpdesk services and monitor workflow for all facilities cases to ensure consistent quality of service.
• Update and maintain accurate records and official documentation for the site(s), including web pages as needed.
• Seek ways to constantly reduce costs and improve operational standards.

Key Competencies

• Communication Proficiency (oral and written)
• Customer Focus
• Initiative
• Sense of Urgency
• Multi-Tasking
• Detail Oriented
• Financial Knowledge
• Time Management Skills
• Team Orientation

Important Education

High school diploma or GED required; Associate or Bachelor’s degree in facilities management, building, business, or related field preferred.

Important Experience

• Minimum of 1 year of work experience in administrative, accounting, or tenant services capacity.
• Experience with data entry, reporting, filing, scheduling, and communications.
• Previous customer service experience.
• Prior experience in facilities, property management, hospitality, or related field preferred.
• Knowledge of local occupational health and safety requirements and vendor management for specialized services is advantageous.
• Proficiency in IT tools and platforms; Microsoft Office Suite (Word, Excel, PowerPoint).

Additional Eligibility Qualifications

• Working knowledge of lease terms, CAM reconciliation, insurance, and real estate taxes.
• Understanding of management agreements and contract language.
• Ability to exercise good judgment and excellent interpersonal skills.
• Ability to work a flexible schedule, including overnight travel, on-call after hours, and weekends.

Work Environment

This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

While performing the duties of this job, the employee is regularly required to communicate with others, operate a computer and other office machinery, move about the workplace, remain in a stationary position for up to 90% of the time, and extend hands and arms in any direction.

AAP/EEO Statement

C&W provides equal employment opportunity to all individuals regardless of race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by law. Discrimination of any type will not be tolerated.

Other Duties

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities. Duties may change or be assigned at any time with or without notice.

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.

The company will not pay less than minimum wage for this role.

The compensation for the position is: $23.58 - $27.74

Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com. Please refer to the job title and job location when you contact us.

INCO: “Cushman & Wakefield”