Workspace Service Manager

Job Title

Workspace Service Manager

Job Description Summary

The Facility Coordinator is responsible for supporting the day-to-day operations of assigned facilities, ensuring a safe, efficient, and well-maintained workplace environment. This role oversees maintenance activities, vendor performance, building services, financial administration, compliance requirements, and operational reporting while partnering closely with the Facility Manager to deliver exceptional facility management services.

Job Description

Key Responsibilities

Facility Operations & Maintenance

• Support the daily operation of assigned facilities, including janitorial services, engineering, life-safety systems, site services, and general maintenance.
• Coordinate and monitor preventive and corrective maintenance programs for both interior and exterior building conditions.
• Ensure building services are delivered in accordance with company policies, client expectations, and contractual obligations.
• Conduct regular facility inspections and identify maintenance, safety, or operational issues requiring attention.
• Respond promptly to requests for maintenance, repairs, cleaning services, and other facility-related concerns.

Vendor & Contract Management

• Assist with the administration of vendor contracts, ensuring services are delivered according to agreed service levels and pricing.
• Review vendor performance and participate in contract renewals, re-bidding processes, and procurement activities as required.
• Verify invoices and ensure billing aligns with contract terms and approved work.

Documentation & Compliance

• Maintain accurate and up-to-date facility records and operational documentation, including: Site Operating Manuals Emergency Procedures Manuals Safety and Compliance Logs OSHA/IIPP Documentation Vendor Certificates of Insurance Purchase Order and Invoice Records Property Information Books Contract Files and General Records
• Ensure compliance with local regulations, safety standards, ADA requirements, and company policies.
• Monitor insurance compliance for tenants and vendors and assist in coordinating claims when necessary.

Financial Administration

• Support budget preparation and ongoing financial management of facilities.
• Prepare and maintain financial reports, including monthly and quarterly reporting.
• Assist in managing purchase orders, expenditures, accruals, and invoice processing.
• Contribute to capital planning initiatives, including maintenance forecasting and cost reduction programs.
• Support the development of long-term facility improvement plans and capital expenditure budgets.

Reporting & Analysis

• Collect, analyze, and prepare operational and financial data to support facility management objectives.
• Generate reports related to building operations, maintenance activities, service performance, and compliance requirements.
• Provide recommendations to improve operational efficiency, service quality, and cost effectiveness.

Stakeholder Management

• Build effective working relationships with clients, occupants, vendors, contractors, and internal stakeholders.
• Support communication regarding facility issues, service requests, and operational updates.
• Deliver a high level of customer service to building occupants and visitors.

Key Competencies

• Strong verbal and written communication skills
• Technical knowledge of building systems and facility operations
• Problem-solving and analytical thinking
• Leadership and decision-making capability
• Team collaboration and relationship management
• Financial acumen and budget management
• Attention to detail and organizational skills

Qualifications

Education

• Associate's Degree in Facilities Management, Business Administration, Engineering, Building Operations, or a related field required.
• Bachelor's Degree preferred.

Experience

• Minimum 3-5 years of experience in facility management, property management, commercial real estate, or a related operational environment.
• Experience in maintenance, construction, engineering, or building operations preferred.
• Experience with Computerized Maintenance Management Systems (CMMS) or Work Order Management Systems preferred.

Certifications (Preferred)

• Certified Facility Manager (CFM)
• IFMA certifications
• BOMA certifications
• Other relevant engineering, technical, or business certifications

Technical Skills

• Knowledge of building systems, maintenance practices, and property operations.
• Ability to read and interpret construction drawings, specifications, and contracts.
• Familiarity with Building Management Systems (BMS).
• Strong Microsoft Office skills, including Excel, Word, and PowerPoint.
• Experience with financial management tools, budgeting, forecasting, and reporting.
• Knowledge of Yardi or similar property management systems preferred.

Work Environment

This position operates primarily in a professional office environment with regular interaction throughout the facility. Occasional travel between properties may be required and may involve exposure to varying weather conditions.

Physical Requirements

• Ability to communicate effectively and exchange accurate information.
• Regular use of computers, telephones, and standard office equipment.
• Ability to move throughout facilities to conduct inspections and respond to operational needs.
• Ability to remain stationary for extended periods and perform routine office tasks.
• Occasional lifting, reaching, bending, and walking may be required.

Additional Information

This job description outlines the primary duties and responsibilities of the position. Additional duties may be assigned as business needs evolve. Responsibilities may vary slightly depending on regional requirements and client-specific operational needs.

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.

Cushman & Wakefield est un employeur offrant l’égalité d’accès à l’emploi et appliquant des mesures d’action positive. Tous les candidats qualifiés seront évalués pour le poste, indépendamment de leur origine ethnique, de leur genre, de leur identité ou expression de genre, de leur orientation sexuelle, de leur âge, de leur handicap, de leur religion, de leur état civil ou de toute autre caractéristique protégée par la loi. Cushman & Wakefield s’engage à assurer l’équité en matière d’emploi et vise à offrir un milieu de travail diversifié, inclusif et exempt d’obstacles. Si vous êtes une personne en situation de handicap et avez besoin de mesures d’adaptation supplémentaires durant le processus de recrutement, vous êtes invité(e) à en informer le/la recruteur(se) dès qu’il/elle prendra contact avec vous.

INCO: “Cushman & Wakefield”