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Facility Coordinator at Cushman Wakefield

Facility Coordinator

Cushman Wakefield Austin, TX Full-Time
Job Title
Facility Coordinator
Job Description Summary
Our client is a leading global provider of specialty software. Our team manages a portfolio in north America. The Facilities Coordinator is the lead role for our Austin, Texas site. This position will provide day to day coordination of operations onsite, including the coordination of services, activities, and vendors. You will also handle office management tasks, for example: pantry and office supply ordering, catering support for site events, seating charts, etc... This position requires regular interaction with the local team leaders who should recognize you as the "go-to" person for all facilities and office management requests. You will proactively identify needs and concerns that may affect the entire account, develop solutions, document, and share learning, and take ownership to ensure the appropriate activities are completed. In general, this position drives implementation of company best practices in alignment with client goals and objectives to deliver well-managed and maintained space. This position reports to the Account Manager based in New York City.
Job Description

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 regular on-going communication with Client, Contractors, Landlord and team

• Conduct regular site inspections within the assigned building portfolio

• Create work orders and assign work orders to the appropriate parties, including the Landlord, 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

• Ensure we have current Vendor Certificates of Insurance that meet our Client and Landlord requirements

• 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

• Provide process and procedures training and direction to new associates

• Coordinate special events in support of client

• Maintain seating charts

• Facilitate access, badging, parking and other standard support needed by new employees using the building

• 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

KEY COMPETENCIES
1. Communication Proficiency (oral and written)
2. Customer Focus
3. Initiative
4. Sense of Urgency and Ownership
5. Passion for Technology
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 Bachelor's degree in facilities management, building, business or other related field preferred

IMPORTANT EXPERIENCE, QUALIFICATIONS, REQUIREMENTS

• 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

• Computer proficiency with Microsoft Office Suite (Outlook, MS Word, Excel and PowerPoint)

• Demonstrated proficiency learning new software applications

• Previous customer service experience; excellent interpersonal skills

• Demonstrated ability to exercise good judgment

• Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends

ADDITIONAL ELIGIBILITY QUALIFICATIONS

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

• Proficient in understanding management agreements and contract language strongly preferred

• Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes preferred

• Working knowledge of work order software programs and base building systems preferred

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; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for up to 90% of the time; and extend hands and arms in any direction.

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.

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, email [ Email address blocked ] - Click here to apply to Facility Coordinator or [ Email address blocked ] - Click here to apply to Facility Coordinator. All inquiries not related to accommodations will go unanswered.

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