Facilities Coordinator

Facilities Coordinator

Job Title

Job Description Summary

The Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. The Coordinator directly supports the facility management team with ongoing facility and team related 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 ongoing communication with contractors, client, and team.
• Assist with site inspection within the assigned building portfolio.
• Create 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.

• Communication proficiency (oral and written)
• Customer focus
• Initiative
• Sense of urgency
• Multi‑tasking
• Detail oriented
• Financial knowledge
• Time management skills
• Team orientation

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

• 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.

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

Regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain stationary for up to 90% of the time; extend hands and arms in any direction.

Cushman & Wakefield provides equal employment…