Facilities Coordinator

Job Title

Facilities Coordinator

Job Description Summary

The purpose of this role is to manage a portfolio of client facilities, consult with client stakeholders on items for resolution and prompt action of those items using an established contractor network.

Job Description

Key Responsibilities:

• Reporting to the Account Manager or Facilities Manager, the Facilities Coordinator is responsible for an assigned portfolio of client properties
• Support and assist the Facilities Manager as required to complete all duties
• The properties under management can range up to 250 sites depending on type and size
• Comprehensive annual property inspections including NABERs Assessments
• Initial and critical point of contact for all reactive maintenance works, 24/7.
• Manage and communicate critical incidents and recovery plans to stakeholders.
• Maintain a high quality facility through diligent reviews of all maintenance activities including audits and attending vendor performance meetings for both reactive and programmed works if required.
• Attend regular team, partner and stakeholder meetings with ‘Service Excellence’ always in mind.
• Interface between the Landlord with the client business operationally, including attending LL meetings and reporting as required
• Monitor and assess completed sub-contractor works to ensure they are delivered as per the agreed SLA and meet compliance at all times
• Establish, maintain and manage the asset lifecycle plan for all plant and equipment as per the Lease Agreement obligations, and ensure the Asset Register remains up to date
• Induction of contractors and assurance of all compliance, legislative requirements are met and maintained
• Continual focus on innovation, constantly strive to improve what and how we do things
• Undertake a ground up budget build-up of the sites on an annual basis, including periodic reforecasts which will include the planning for investment and all maintenance that is required – both reactive and planned
• Closely monitor all system transactions and supporting documentation to preserve integrity of data and reports and meet associated KPIs. 
• Assist with internal and external audits as required, including random spot-checks of transactions and supporting documentation to test data integrity, appropriate authorisation and adherence to all processes and guidelines.
• Use technology as a tool to improve performance and process.
• Ensure process documentation is kept up-to-date and the database and filing systems are appropriately maintained.
• Invoice approvals including reconciliation of reactive maintenance invoices and invoice exceptions if required
• Financial Management: Support Facilities Manager for Reactive & Planned maintenance spend/financial administration and reporting/P&L statement reporting.
• Relief and support of peers as required.
• Represent the business in negotiations, at conferences, conventions and seminars and official occasions, ensuring the presentation of a positive and professional image of the business.
• Comply with all work, health, safety and environmental policies and procedures
• Operate in a manner that will minimise any adverse environmental impacts associated with their activities.
• Prepare and submit detailed and accurate business cases for approval where required
• Build & maintain healthy working relationships with a Cushman and Wakefield internal shared services team and the property services centre team which are key for you to successfully deliver facilities management services.
• Behave in such a way that encourages and supports a “one team” culture.
• Effective management of Work Orders within 30 days
• Any other duties as reasonably required to complete role

Background and Experience

• Career aspirations within Facilities Management
• Experience & knowledge across a broad range of property activities essential.
• Strong client focus and customer service mindset essential.
• Demonstrated ability to act upon client instructions and achieve results
• Able to work independently and as part of both a local and international team.
• Proven ability to consistently meet or exceed KPI targets.

Qualifications & Technical Skills

Qualifications - Nil

Occupation specific capabilities:

• Technical or onsite management background (optional)
• Attention to Detail
• Planning & Organisation
• Time Management
• Financial Acumen
• Communicate Effectively
• Business Writing
• Manages Risk & Compliance
• Systems & Data Management

Organisational Core capabilities:

• Best Thinking: Strategic Thinker, Thought Leader, Commercial Awareness
• Best Results: Delivers Extraordinary Results, Leads through Change, Inspirational Leadership
• Best People: Customer Service Excellence, Grows Self & Others, Collaborates with Others

 

 

 

As an equal opportunity employer, Cushman & Wakefield encourages Aboriginal and Torres Strait Islander and female candidates to apply. Cushman & Wakefield promotes safety at all times.

INCO: “Cushman & Wakefield”