Facilities Coordinator

Cushman & Wakefield•San Francisco, CA

11d

About The Position

The Facilities Coordinator is the first point of contact for employees and other customers with facilities-related questions and issues. The role resolves inquiries, gathers and processes data, researches and solves problems, maintains data integrity, and provides document support and imaging. Work is performed primarily in an office environment under the immediate supervision of a team lead or first-line supervisor. The coordinator also assists the facilities management team with ongoing responsibilities and successful service delivery for client facility needs. The role serves as a liaison and primary contact for facilities matters within assigned facilities, investigating or coordinating responses to problems, complaints, emergencies, special events, and operational issues. It provides general facility management and helpdesk services, monitors workflow and service quality, and supports the Senior FM as necessary. The coordinator also works with clients, landlords, contractors, vendors, and engineering staff to coordinate maintenance, repairs, work orders, projects, and vendor performance. The position requires a high school diploma or GED and at least one year of administrative, accounting, or tenant-services work experience. An associate or bachelor's degree in facilities management, building, business, or a related field is preferred. The position pays $28.60–$33.65; compensation may vary based on factors including location, experience, qualifications, and applicable collective bargaining agreements. Eligible employees may enroll in benefit programs, generally including health, vision, and dental insurance, flexible spending and health savings accounts, retirement savings plans, life and disability insurance, and paid and unpaid time away from work.

Requirements

High school diploma or General Equivalency Diploma (GED).
At least 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.
Proficiency in understanding management agreements and contract language.
Working knowledge of computer software programs and base building systems.
Computer proficiency with Microsoft Office Suite, including MS Word, Excel, and PowerPoint.
Demonstrated ability to exercise good judgment.
Excellent interpersonal skills.
Ability to work a flexible schedule as needed, including overnight travel, on-call after-hours work, and weekends.

Nice To Haves

Associate or bachelor's degree in facilities management, building, business, or another related field.
Prior experience in facilities or property management, commercial real estate, or professional services.

Responsibilities

Serve as a liaison and primary point of contact for facilities-related issues, investigating or coordinating responses to problems, complaints, emergencies, special events, and operational matters.
Provide general facility management services, including continuous monitoring of the office or facility.
Address client inquiries and concerns, resolve issues promptly, and follow up to confirm customer satisfaction.
Respond to facility inquiries and complaints, assess problems, and take corrective action.
Maintain knowledge of building systems and follow building-specific maintenance and safety procedures.
Coordinate equipment service and repairs with outside contractors; maintain ongoing communication with contractors, clients, and the facilities team.
Assist with site inspections within the assigned building portfolio.
Create, request, review, submit, assign, and track work orders for engineering staff, subcontractors, and vendors; report on open and closed work orders and check the status of open orders.
Request, review, and submit vendor bids and proposals; verify final invoice pricing and process payments promptly.
Assist in monitoring and assessing vendor performance; train vendors on work-order and billing procedures; manage vendor and landlord service and performance to support timely completion of jobs.
Manage complex work orders, including environmental issues and disaster recovery.
Create and record appropriate written communications among involved parties and provide project-status updates to clients, landlords, and vendors.
Schedule and document maintenance and repairs on building equipment.
Provide process and procedure training and direction to new associates.
Coordinate special events in support of the client.
Assist with measuring and reporting key performance indicators against service-level agreements.
Provide facilities helpdesk services on behalf of clients and monitor internal and external case workflows to ensure consistent service quality and work product.
Support the Senior FM as necessary.