Facility Coordinator

Cushman & Wakefield • Kirkland, WA

22h • Onsite

About The Position

This Facility Coordinator role involves providing comprehensive facility management services, including continuous monitoring of office/facility operations. Key responsibilities include addressing client inquiries and concerns, ensuring timely resolution and service delivery, and maintaining customer satisfaction through follow-ups. The coordinator will be responsible for responding to all facility inquiries and complaints, assessing problems, and taking corrective action. This includes remaining knowledgeable about building systems, coordinating with outside contractors for equipment service and repairs, and adhering to building-specific maintenance and safety procedures. The role also entails managing work orders, from creation and assignment to tracking and reporting, and processing vendor payments. The coordinator will assist in vendor performance monitoring, provide training on work order and billing procedures, and manage complex issues like environmental concerns and disaster recovery. Communication with clients, landlords, and vendors is crucial for resolving issues and providing project updates. Additionally, the position involves training new associates, coordinating special events, assisting with KPI reporting against service level agreements, and providing facilities helpdesk services.

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

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
• Other duties, responsibilities and activities may change or be assigned at any time with or without notice

Benefits

• Health insurance
• Vision insurance
• Dental insurance
• Flexible spending accounts
• Health savings accounts
• Retirement savings plans
• Life insurance
• Disability insurance programs
• Paid and unpaid time away from work

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees