Job Title
Facilities CoordinatorJob Description Summary
The Facilities Coordinator (FC) provides assistance to the facility management team to ensure successful service delivery of the client facility needs. The FC directly supports the facility management team with on-going facility and team related responsibilities.As the first point of contact for employees and clients, your primary duties will be to monitor the work ticket management system, resolve and answer inquiries, gather and process data, research and solve problems, maintain data integrity, and provide document support and imaging. All work is performed primarily in an office environment under the immediate supervision of a team lead or first-line supervisor.
This position can be performed from one of 10 properties located throughout DC, MD, or VA. There are 2 additional locations in PA.
Job Description
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Assists departmental personnel and other customers within the assigned facility or facilities, and is responsible for investigating or coordinating responses for facilities problems, complaints, emergencies, special events or other facility issues or operations; facilities-related expertise is typically required for these positions
Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery
Gather all facility inquiries and complaints and escalate to appropriate manager
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 when scheduling work to be completed
Assist with site inspection within the assigned building portfolio
Create work orders as directed to be assigned to the engineering staff, subcontractors, and vendors
Report on open and completed 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
Maintain and ensure high level data integrity and details in work orders
Create Purchase Orders for approved work in accordance with all policies and ahead of dispatching any vendors for work
Assists the SFM in identifying root causes for any incurred purchase order exceptions
Verify final invoice pricing aligns to PO created and request invoice submitted in a timely manner
Track and verify invoice anomalies and provide solutions to these on a weekly basis
Assist in the monitoring and assessment of vendor performance
Train vendors on work order and billing procedures
Compile appropriate communication and approvals from client regarding budgeted/non-budgeted work
Communicate frequently with team, client, landlords, and vendors to resolve issues and provide project status updates
Provide process and procedures training and direction to new coordinators
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
Supports upper management as necessary
KEY COMPETENCIES
1. Communication Proficiency (oral and written)
2. Customer Focus
3. Initiative
4. Sense of Urgency
5. Multi-Tasking
6. Detail Oriented
7. Financial Knowledge
8. Time Management Skills
9. Team Orientation
10. Critical Thinking
IMPORTANT EDUCATION
• High school diploma or a General Equivalency Diploma (GED) required
• Associates or Bachelor’s degree in facilities management, building, business or other related field preferred
IMPORTANT EXPERIENCE
• A minimum of 3 years' 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
• Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred
ADDITIONAL ELIGIBILITY QUALIFICATIONS
• Working knowledge of lease terms and building related operations
• Proficient in understanding management agreements and contract language
• Working knowledge of computer software programs
• Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint)
• Demonstrated ability to exercise good judgment and critical thinking
• Excellent interpersonal skills
• Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends
Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.
In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com. Please refer to the job title and job location when you contact us.
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