Facilities Coordinator

About This Role

The Facilities Coordinator serves as the initial point of contact for employees regarding facilities-related inquiries, resolving issues, processing data, and providing administrative support. This role also assists the facilities management team in ensuring successful service delivery for client facility needs, working primarily in an office environment under supervision.

Responsibilities

• Serve as a liaison for facilities-related issues and the primary point of contact for departmental personnel and other customers within assigned facilities
• Investigate or coordinate responses for facilities problems, complaints, emergencies, special events, or other facility issues or operations
• 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
• 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 work orders and assign work orders to 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
• Support the Senior FM as necessary

Requirements

• High school diploma or a General Equivalency Diploma (GED) required
• 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
• Working knowledge of lease terms
• 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

Nice to have:

• Associates or Bachelor’s degree in facilities management, building, business, or other related field
• Prior experience working in the facilities/property management, commercial real estate, or professional services industries

Benefits

• 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
• Paid and unpaid time away from work

About the Company

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.