Facility Administrator

Cushman & Wakefield • Chicago, IL

2d • $29 - $34 • Onsite

About The Position

ESSENTIAL FUNCTIONS AND 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 on-going communication with contractors, client, and team • Assist with site inspection within the assigned building portfolio • Create work orders 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

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, 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

Nice To Haves

• Associates or Bachelors 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

• 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 on-going communication with contractors, client, and team
• Assist with site inspection within the assigned building portfolio
• Create work orders 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED