Facilities Coordinator

Cushman & Wakefield • Seattle, WA

21h • $25 - $30 • Onsite

About The Position

This position will be based out of the Client’s location in Seattle, Washington. As the first point of contact for employees with questions, your primary duties will be to resolve and answer customer inquiries, gather and process data, research and solve problems, maintain data integrity, and provide document support and imaging. All work is performed primarily in an office environment under the immediate supervision of a team lead or first-line supervisor. The Facilities Coordinator also 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 FUNCTIONS AND RESPONSIBILITIES Assists departmental personnel and other customers within the assigned facility or facilities, and is responsible for investigating or coordinating responses for facilities problems, complaints, emergencies, special events or other facility issues or operations; facilities-related expertise is typically for these positions Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery Gather all facility inquiries and complaints and escalate to appropriate manager 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 when sche duling work to be completed Assist with site inspection within the assigned building portfoli o Create work orders as di rected to be assign ed to the engineering staff, subcontractors, and vendors Report on open and complete 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 Maintain and ensure high le vel data integrity and details in work orders Create Purchase Orders for approved work in accordance with all policies and ahead of dispatching any vendors for work Assists the FM / SFM in identifying root causes for any incurred purchase order exceptions Verify final invoice pricing aligns to PO created and request invoice submitted in a timely manner Track and verify invoice anomalies and provide solutions to these on a weekly basis Assist in the monitoring and assessment of vendor performance Train vendors on work order and billing procedures Compile appropriate communication and approval s from client regarding budgeted/ non-budgeted work Communicate frequently with team, client, landlords, and vendors to resolve issues and provide project status updates Provide process and procedures training and direction to new coordinators 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 Supports upper management as necessary

Requirements

• High school diploma or a General Equivalency Diploma (GED) required
• 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
• 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 Haves

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

Responsibilities

• Assists departmental personnel and other customers within the assigned facility or facilities, and is responsible for investigating or coordinating responses for facilities problems, complaints, emergencies, special events or other facility issues or operations
• Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery
• Gather all facility inquiries and complaints and escalate to appropriate manager
• 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 when sche duling work to be completed
• Assist with site inspection within the assigned building portfoli o
• Create work orders as di rected to be assign ed to the engineering staff, subcontractors, and vendors
• Report on open and complete 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
• Maintain and ensure high le vel data integrity and details in work orders
• Create Purchase Orders for approved work in accordance with all policies and ahead of dispatching any vendors for work
• Assists the FM / SFM in identifying root causes for any incurred purchase order exceptions
• Verify final invoice pricing aligns to PO created and request invoice submitted in a timely manner
• Track and verify invoice anomalies and provide solutions to these on a weekly basis
• Assist in the monitoring and assessment of vendor performance
• Train vendors on work order and billing procedures
• Compile appropriate communication and approval s from client regarding budgeted/ non-budgeted work
• Communicate frequently with team, client, landlords, and vendors to resolve issues and provide project status updates
• Provide process and procedures training and direction to new coordinators
• 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
• Supports upper management as necessary

Benefits

• Cushman & Wakefield also provides eligible employees with an 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, and paid and unpaid time away from work.
• In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees