Facility Coordinator

Job summary

The Facilities Coordinator supports the facility management team by overseeing day-to-day operations, including work order coordination, vendor management, and maintenance scheduling. They also handle administrative tasks such as purchase order creation, invoice processing, and maintaining accurate documentation for building activities.

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 JOB PROFILE SUMMARY The Facilities Coordinator aids the facility management team to ensure successful service delivery of the client facility needs. This role directly supports the facility management team with on-going facility and team related responsibilities. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Support day-to-day facility operations and serve as a key point of contact for client requests, inquiries, and facility issues. Coordinate work orders, maintenance, repairs, inspections, and service requests with engineering staff, vendors, contractors, and landlords. Create purchase orders and assist with approvals, vendor bids/proposals, invoice review, and payment processing. Track open work orders and provide timely updates to clients and stakeholders through completion. Maintain accurate records and documentation for maintenance, repairs, vendors, equipment, and building activities. Coordinate vendor access, scheduling, billing procedures, and service delivery while monitoring performance. Assist with building inspections, special events (setup/teardown), complex facility issues, and emergency/disaster response. Support KPI/SLA reporting, process improvement, and training for vendors and new team members. Follow all building-specific maintenance, safety, and operating procedures. KEY COMPETENCIES 1. Communication Proficiency (oral and written) 2. Customer Focus 3. Initiative 4. Sense of Urgency 5. Multi-Tasking 6. Detail Oriented 7. Financial Awareness 8. Time Management Skills 9. Team Orientation IMPORTANT EDUCATION • High school diploma or a General Equivalency Diploma (GED) required • Associates or Bachelors degree in facilities management, building, business or other related field preferred • Experience working in the facilities/property management, commercial real estate or professional services industries 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 ELIGIBILITY QUALIFICATIONS • 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; and extend hands and arms in any direction. Lift/maneuver furniture and any necessary items required for client events, upwards of 30lbs. 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. Cushman & Wakefield uses artificial intelligence (AI) tools to assist in screening and assessing applications. All hiring decisions are reviewed and confirmed by our recruitment team. This posting is for a backfill position. 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: $ 52,700.00 - $62,000.00 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 canadarecruitment@cushwake.com. 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 canadarecruitment@cushwake.com. 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 supports the facility management team by overseeing day-to-day operations, including work order coordination, vendor management, and maintenance scheduling. They also handle administrative tasks such as purchase order creation, invoice processing, and maintaining accurate documentation for building activities.

Requirements

Candidates must have at least one year of experience in an administrative, accounting, or tenant services capacity, with a high school diploma or GED required. Proficiency in Microsoft Office Suite and strong interpersonal skills are essential for managing client inquiries and facility issues.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Detail-oriented · 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 coordination
• Vendor management
• Purchase order creation
• Invoice review
• Data entry
• Customer service
• Communication
• Microsoft Office Suite
• Building inspections
• Reporting
• Time management
• Detail oriented
• Financial awareness
• Problem solving
• Office Equipment
• Invoice Review
• Commercial Real Estate
• Microsoft Access
• Microsoft Word
• Microsoft Excel
• Accounting
• Billing Systems
• Building Inspections
• Management
• Customer Service
• Data Entry
• Disaster Response
• Property Management
• Facility Management
• Facility Operations
• Interpersonal Communications
• Key Performance Indicators (KPIs)
• Microsoft Office
• Multitasking
• Payment Processing
• Microsoft PowerPoint
• Time Management
• Scheduling
• Process Improvement
• Filing
• Detail Oriented

Job areas

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

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