Facility Coordinator

Job summary

The Facilities Coordinator provides general facility management services, including monitoring office systems and addressing client inquiries. They also manage work orders, coordinate with vendors for repairs, and ensure service delivery meets quality standards.

Job details

Job Title Facility Coordinator Job Description Summary The Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supports the facility management team with on-going facility and team related responsibilities. Job Description Essential 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 the necessary corrective action Remain knowledgeable regarding all operational aspects of building systems Coordinate with outside contractors for the service and repairs of equipment Follow protocol for effective building-specific maintenance and safety procedures Maintain on-going communication with contractors, client, and team Assist with site inspection within the assigned building portfolio Create work orders and assign work orders to the engineering staff, subcontractors, and vendors Report on open and closed work orders and check the status of open work orders with the assigned party Request, review, and submit work orders, bids, and proposals from vendors Verify final invoice pricing and process payments in a timely manner Assist in the monitoring and assessment of vendor performance Train vendors on work order and billing procedures Manage complex work orders such as environmental issues and disaster recovery Manage service and performance of vendors and landlords for timely completion of jobs Create and record appropriate written communication between all parties Schedule and document maintenance and repairs on building equipment 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 in support of client Assist with measuring and reporting key performance indicators against service level agreements Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to ensure consistent quality of service and work product Key Competencies: Communication Proficiency (oral and written) Customer Focus Initiative Sense of Urgency Multi-Tasking Detail Oriented Financial Knowledge Time Management Skills Team Orientation Education: High school diploma or a General Equivalency Diploma (GED) required Associates or Bachelor’s degree in facilities management, building, business or other related field preferred Important Experience: A minimum of 1 year of work experience in an administrative, accounting or tenant services capacity Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications Previous customer service experience Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred Additional Qualifications: Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes Proficient in understanding management agreements and contract language Working knowledge of computer software programs and base building systems Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint) Demonstrated ability to exercise good judgment Excellent interpersonal skills Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information Operate a computer and other office productivity machinery Move about the workplace Remain in a stationary position for up to 90% of the time Extend hands and arms in any direction AAP/EEO Statement: C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. 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 that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice. Note: This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location. 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. Cushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to [email protected]. Please refer to the job title and job location when you contact us. Cushman & Wakefield s’engage à respecter l’équité en matière d’emploi. Notre objectif est d’offrir un milieu de travail diversifié, inclusif et exempt d’obstacles. Si vous êtes une personne handicapée et que vous avez besoin de recevoir l’offre d’emploi dans un autre format ou d’accéder à toute autre mesure d’adaptation au cours du processus d’embauche, veuillez soumettre votre demande par courriel à [email protected]. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous. INCO: “Cushman & Wakefield”

What you’ll do

The Facilities Coordinator provides general facility management services, including monitoring office systems and addressing client inquiries. They also manage work orders, coordinate with vendors for repairs, and ensure service delivery meets quality standards.

Requirements

Candidates must have at least one year of experience in administrative, accounting, or tenant services, with a high school diploma or GED required. Proficiency in Microsoft Office and knowledge of building systems or lease terms is preferred.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Communication · Preferred
• Reporting · Preferred
• Data entry · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Facility management
• Work order management
• Vendor management
• Customer service
• Building systems
• Data entry
• Reporting
• Communication
• Time management
• Financial knowledge
• Microsoft Office Suite
• Site inspection
• Contractor coordination
• Problem solving
• Project status updates
• Site Inspection
• Office Equipment
• Commercial Real Estate
• Workflow Management
• Safety Procedures
• Microsoft Word
• Microsoft Excel
• Accounting
• Reconciliation
• Billing Systems
• Management
• Customer Service
• Continuous Monitoring
• Data Entry
• Disaster Recovery
• Environmental Issue
• Property Management
• Facility Management
• Help Desk Support
• Interpersonal Communications
• Invoicing
• Key Performance Indicators (KPIs)
• Microsoft Office
• Multitasking
• Microsoft PowerPoint
• Real Estate
• Service-Level Agreement
• Subcontracting
• Time Management
• Writing
• Scheduling
• Filing
• Detail Oriented

Job areas

• Administrative
• Management & Leadership
• Customer Service & Support
• Construction
• Facilities Coordinator
• Facilities Specialist / Coordinator
• Business Services and Administration Managers Not Elsewhere Classified
• Facilities Managers