Facilities Coordinator

Facilities Coordinator

The Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supports the facility management team with on-going facility and team related responsibilities.

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

May be required to assist in office moves and travel upon request

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

Important Education :

High school diploma or a General Equivalency Diploma (GED) required

Associates or Bachelors degree in facilities management, building, business or other related field preferred

Important Experience :

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

Prior experience working in the facilities / property management, commercial real estate or professional services industries preferred

Additional Eligibility Qualifications :

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

Work Environment :

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information.

AAP / EEO Statement :

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

Other Duties :

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.