Facilities Coordinator

Job Title

Facilities Coordinator

Job Description Summary

Job Description

Facilities Coordinator

Global Occupier Services

Dublin, Ireland

Cushman & Wakefield is a global leader in commercial real estate services, helping clients transform the way people work, shop, and live. The firm’s 52,000 employees in more than 70 countries provide deep local and global insights that create significant value for occupiers and investors around the world.

Cushman & Wakefield is among the largest commercial real estate services firms with revenues of $10.1 billion across core services of agency leasing, asset services, capital markets, facilities services (branded C&W Services), global occupier services, investment management (branded DTZ Investors), tenant representation, and valuations & advisory.

We have an exciting opportunity for a dedicated Facilities Coordinator to join our market-leading Global Occupier Services business, based in Dublin, Ireland.

The Facilities Coordinator will be responsible for ensuring the efficient, effective, and compliant operation of facilities for a Cushman & Wakefield-managed building in Dublin.

This individual will work closely with the Facilities Management team to coordinate day-to-day operational activities, manage events, oversee financial processes, ensure compliance with Health & Safety legislation, and deliver high-standard customer care. The role requires proactive problem-solving and a focus on continuous improvement.

Core Responsibilities:

Site Services amenities

Fitness Centre Services

• Ensure Fitness Centre Service Provider (FCSP) follow client safety guidelines and corporate policies
• Maintain an inventory of equipment and ensure proper functionality.
• Plan and prepare for events, ensuring resources and equipment are ready.
• Develop protocols for unstaffed hours or determine after-hours operations.
• Carry out regular inspections of space to ensure it is clean & fit for purpose.
• Obtain AMD's approval for material or equipment purchases outside the budget.

Food Services amenities

• Act as client's representative in supporting and facilitating various aspects of facility food services.
• POC between food services vendor (Food Services Vendor) and Business unit for on-site events.
• Provide on-site coordination with FSVs in case of equipment repairs and maintenance needs.
• Serve as the primary liaison and on-site representative for food service operations, ensuring seamless collaboration between the client, internal business units, and the designated Food Services Vendor (FSV).
• Coordinate and support the planning and execution of on-site catering and food service requirements for internal events, meetings, and special functions.
• Act as the key point of contact between the Food Services Vendor and relevant business units to ensure service delivery aligns with client expectations and event requirements.
• Monitor and oversee day-to-day food service operations within the facility, proactively addressing any service issues or concerns as they arise.
• Facilitate and support equipment maintenance and repair coordination for all food service-related assets, ensuring timely response and minimal disruption to service.
• Support vendor compliance with site policies and safety regulations and assist in resolving operational challenges related to food amenities.
• Maintain clear records of food service activity, vendor communications, and maintenance interventions, contributing to continuous improvement initiatives and service quality reviews.

Meeting & Conference Room Support Services

• Assist in setting up and tearing down on-site events.
• Establish and manage the event support process, including receiving requests, estimating costs, coordinating logistics, and tracking milestones.
• Ensure all property, equipment, and furniture needs are met according to Client's standards, and address any changes or special requests.
• Conduct surveys and recommend improvements for future events.
• Perform regular inspections, maintain tidiness, and ensure proper supply availability. Report any shortages or damages.
• Inspect furniture for damage and recommend repairs/replacements as necessary.

Financial Management

• Assist in managing the financial aspects of the facility, including cost tracking, variance commentary & reporting, and providing support with budget preparation and monitoring.
• Assist in the raising of purchase orders, PO management & with monthly accruals.
• Ensure all financial documentation is accurate and submitted in a timely manner.
• Support the end-to-end invoice management process, including requesting and submitting vendor invoices, and reviewing them to ensure accuracy and compliance.

Operations

• Assist the FM team in the day-to-day management of operational activities, including both interior and exterior building maintenance.
• Monitor and report on corrective actions to ensure compliance with client directives and expectations.
• Provide support for other EMEA sites when required.
• Operational management of internal and external service delivery teams.
• Responsible for managing / operating: CMMS System - FAMIS360.
• Responsible for managing / operating: Finance System – Yardi
• Investigate and report in detail upon infrastructure short falls, problems and incidents, recommending options & costs for remedial actions.
• Support client with management of small projects.
• Ensure engineering & maintenance standards are maintained in order to maximise the operations effectiveness and reliability of the plant and associated systems.
• Provide support to FM team on requests for information and data gathering exercises.
• Ensure asset register is kept up to date and accurate.
• Complete any other associated task requested by the account team. Including metrics / reporting requests.
• Support SPO team with MAC & space planning requests / updates.
• Support SPO & MAC with small / large moves and projects.
• Carry out regular planned site inspections, producing reports and actioning items in a timely manner.
• Support leadership team with end of month reports and quarterly business reviews (QBRs)
• Attend regular calls with FM team to provide updates on site operations / activities.
• Support with the setup and configuration of events, meeting rooms and conference spaces.

Risk & Compliance, Governance & H&S

• Contribute to the development and implementation of Health & Safety protocols in accordance with current legislation and client directives Perform services in line with MSA/SOW and C&W playbooks.
• Conduct routine inspections to ensure compliance and escalate any risks or incidents appropriately.
• Maintain accurate records of risk assessments, permits-to-work, and H&S documentation.
• Ensure contractors comply with site induction, safety rules, and permit processes.
• Ensure sharepoint & QMS are kept up to date and accurate
• Support with management / updating of EMEA HSSE Playbook, smartsheets and other administrative requirements.

Qualities and Personal Attributes: Essential (unless noted as Desirable)

Business Generation, Execution and/or enablement

• Uses knowledge of the business, along with relevant systems and procedures to support others and contribute to company and client objectives in achieving their financial, business and client goals.
• Identifies opportunities to learn more about CW commercial environment.
• Uses all available internal resources, systems and tools to help increase team productivity.
• Uses all contact with clients as an opportunity to build a positive image of the C&W brand.
• Identifies and improves processes, systems and work products to continually exceed internal and external client expectations.
• Identifies solutions that reduce expenses.
• Seeks assignments and welcomes challenging activities.
• Looks for new ways to differentiate CW services from the competition.
• Shows initiative in identifying, recommending and pursuing new opportunities.

Leadership and Management

• Creates collaborative opportunities and communicates proactively with all relevant levels of the organisation to obtain and share information.
• Recognises the needs and welcomes the unique contribution and diversity of all colleagues and clients.
• Actively listens to requests from internal and external clients and provides timely assistance with careful attention to detail.
• Encourages colleagues through constructive feedback, workload management and transfer of knowledge.
• Builds own skills by consistently pursing growth opportunities; seeks a mentor and is willing to assist colleagues.
• Embraces change and takes action to fulfil new plans and directions set by others.
• Acts as the client and vendor relationship manager and develops client and vendor engagement.
• Takes ownership of own role and responsibilities

Trusted Advisor and Expert

• Addresses issues/queries quickly and accurately.
• Makes informed decisions and takes responsibility for outcomes.
• Supports colleagues in meeting the client’s needs.
• Good understanding of H&S and risk awareness.
• Forecasts and evaluates commercial and financial risks together with the identification of procedures to avoid or minimize their impact.

Essential Qualifications

• A relevant qualification in Facilities Management, Business Administration, or a similar field is highly preferred.
• Proven experience in facilities management, or a similar operational role within a corporate or commercial environment.
• Experience working with CAFM systems and managing tickets.
• Familiarity with Health & Safety legislation and best practices.
• Proven experience in delivering exceptional customer service in a fast-paced environment.
• The role requires undertaking physical activities including site inspections, manual handling, use of equipment, furniture & event setups and breakdowns, moving equipment and working within operational environments that may include restricted access areas, in accordance with health and safety and operational requirements. Reasonable adjustments will be considered where appropriate

Desirable Attributes

• Ability to think proactively and creatively to find solutions to any challenges that may arise within the building or operations.
• Strong verbal and written communication skills to effectively liaise with the FM team, contractors, vendors, and building tenants.
• Ability to work collaboratively with internal and external stakeholders to achieve common goals.

Skills & Experience

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience working with CAFM software or similar facilities management tools.
• Strong attention to detail and excellent organizational skills, with the ability to handle multiple tasks and priorities effectively.
• Previous experience in coordinating and managing events within a business or facilities setting is desirable.
• Ability to manage time effectively, ensuring deadlines are met and tasks are completed in a timely manner.

Other features of the job:

It may be necessary to work flexible hours, including unsociable hours, weekends, and occasionally beyond contracted hours. This is particularly relevant when supporting events or projects under your responsibility, or managing employee or furniture moves outside standard working hours. Local requirements will determine your working patterns.

Travel to other sites in EMEA forms part of the role and can expected from time to time.

The purpose of this role profile is to focus attention on the most important aspects of the role of a Facilities Coordinator. It is not intended to be a complete list of every duty, and it is therefore expected that the day-to-day performance of the job will include tasks not listed above.

Cushman & Wakefield is an equal opportunity / affirmative action employer. All qualified candidates will receive consideration for employment without regard to ethnicity, gender, gender identity or expression, sexual orientation, age, disability, religion, marital status, or any other legally protected characteristic. Cushman & Wakefield is committed to equity in employment, and our goal is to have a diverse, inclusive and barrier-free workplace. If you are a person with a disability and need any other accessible accommodations during the hiring process, you are invited to bring this to the Talent Acquisition Advisor’s attention once they have made contact.

INCO: “Cushman & Wakefield”