Facilities Operations Specialist

2 weeks ago

San Juan Capistrano, California, United States Cushman Wakefield Multifamily Full time
Job Title

Facilities Operations Specialist

Job Description Summary

The Facilities Operations Specialist plays a vital role in supporting the facility management team to ensure effective service delivery tailored to client facility requirements.

This position directly assists the facility management team with ongoing operational and team-related tasks.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
⢠Compensation:
$26/hr

⢠Work Schedule:
Monday-Friday (7:00am-3:30pm or 8:00am-4:30pm)

⢠Provide comprehensive facility management services, including continuous oversight of office and facility operations.

⢠Address client inquiries and concerns, ensuring prompt and high-quality resolution of issues and service delivery.

⢠Follow up with clients to guarantee satisfaction with services rendered.

⢠Respond to all facility-related inquiries and complaints, evaluate issues, and implement necessary corrective measures.

⢠Maintain up-to-date knowledge of all operational aspects of building systems.

⢠Coordinate with external contractors for the maintenance and repair of equipment.

⢠Adhere to protocols for effective building-specific maintenance and safety procedures.

⢠Maintain ongoing communication with contractors, clients, and team members.

⢠Assist with site inspections within the designated building portfolio.

⢠Create and assign work orders to engineering staff, subcontractors, and vendors.

⢠Report on the status of open and closed work orders, ensuring follow-up with the assigned parties.

⢠Request, review, and submit work orders, bids, and proposals from vendors.

⢠Verify final invoice pricing and ensure timely processing of payments.

⢠Assist in monitoring and evaluating vendor performance.

⢠Train vendors on work order and billing procedures.

⢠Manage complex work orders, including environmental issues and disaster recovery.

⢠Oversee service and performance of vendors and landlords to ensure timely job completion.

⢠Create and document appropriate written communication among all parties involved.

⢠Schedule and document maintenance and repairs on building equipment.

⢠Communicate regularly with clients, landlords, and vendors to resolve issues and provide updates on project status.

⢠Provide training and guidance on processes and procedures to new associates.

⢠Coordinate special events in support of client needs.

⢠Assist in measuring and reporting key performance indicators against service level agreements.

⢠Deliver facilities helpdesk services on behalf of clients and monitor workflow for all facilities cases to ensure consistent quality of service and output.

KEY COMPETENCIES
  • Effective Communication (oral and written)
  • Customer Orientation
  • Proactive Initiative
  • Sense of Urgency
  • Ability to Multi-Task
  • Attention to Detail
  • Financial Acumen
  • Time Management Skills
  • Team Collaboration

IMPORTANT EDUCATION
⢠High school diploma or General Equivalency Diploma (GED) required.

⢠Associates or Bachelor's degree in facilities management, business, or a related field preferred.

IMPORTANT EXPERIENCE
⢠Minimum of 1 year of experience in an administrative, accounting, or tenant services role.

⢠Experience with data entry, reporting, filing, phone communication, scheduling, and general correspondence.

⢠Prior customer service experience is essential.

⢠Experience in facilities/property management, commercial real estate, or professional services industries is preferred.

ADDITIONAL ELIGIBILITY QUALIFICATIONS
⢠Familiarity with lease terms, Common Area Maintenance reconciliation, insurance, and real estate taxes.

⢠Proficient understanding of management agreements and contract language.

⢠Working knowledge of computer software programs and building systems.

⢠Proficient in Microsoft Office Suite (MS Word, Excel, and PowerPoint).

⢠Demonstrated ability to exercise sound judgment.

⢠Excellent interpersonal skills are required.

⢠Ability to work a flexible schedule as needed, including overnight travel and on-call duties after hours and on weekends.

WORK ENVIRONMENT
This position operates within a professional office environment. The role routinely utilizes 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.

Furthermore, 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.


Note:
This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.

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