Building Services Coordinator

2 weeks ago

Sunnyvale, California, United States Cushman Wakefield Multifamily Full time
Job Title

Facilities Coordinator

Job Description Summary

The Facilities Coordinator plays a vital role in supporting the facility management team to ensure the effective delivery of services that meet client facility requirements.

This position directly assists the facility management team with ongoing responsibilities related to facilities and team operations.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
1. Provide comprehensive facility management services, ensuring continuous oversight of office and facility operations.

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

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

4. Respond to facility inquiries and complaints, assess issues, and implement necessary corrective actions.

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

6. Coordinate with external contractors for equipment service and repairs.

7. Adhere to protocols for effective maintenance and safety procedures specific to each building.

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

9. Assist with site inspections within the assigned building portfolio.

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

11. Monitor and report on the status of open and closed work orders.

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

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

14. Assist in evaluating vendor performance.

15. Train vendors on work order and billing procedures.

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

17. Oversee vendor and landlord performance to ensure timely job completion.

18. Document all communications among parties involved.

19. Schedule and record maintenance and repairs on building equipment.

20. Maintain frequent communication with clients, landlords, and vendors to resolve issues and provide updates on project status.

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

22. Coordinate special events in support of client needs.

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

Additionally, the Facilities Coordinator will provide helpdesk services on behalf of clients and monitor the workflow for all facilities cases to ensure consistent quality of service.


KEY COMPETENCIES
1. Proficient communication skills (oral and written)

2. Strong customer focus

3. Initiative and proactive approach

4. Sense of urgency

5. Ability to multitask

6. Detail-oriented

7. Financial acumen

8. Effective time management

9. Team-oriented mindset

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

2. Associate's or Bachelor's degree in facilities management, business, or a related field preferred.

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

2. Experience with data entry, reporting, filing, answering phones, scheduling, and communications.

3. Previous customer service experience is essential.

4. Prior experience in facilities/property management, commercial real estate, or professional services is preferred.

ADDITIONAL ELIGIBILITY QUALIFICATIONS
1. Working knowledge of lease terms, Common Area Maintenance reconciliation, insurance, and real estate taxes.

2. Proficient understanding of management agreements and contract language.

3. Familiarity with computer software programs and building systems.

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

5. Demonstrated ability to exercise sound judgment.

6. Excellent interpersonal skills.

7. Flexibility to work a varied schedule as needed, including overnight travel and on-call responsibilities.


WORK ENVIRONMENT
This position operates within a professional office environment, routinely utilizing standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

PHYSICAL DEMANDS

The physical demands outlined here are representative of those that must be met by an employee to successfully perform the essential functions of this role.

While performing the duties of this job, the employee is regularly required to communicate with others, operate a computer and other office machinery, move about the workplace, remain stationary for extended periods, and extend hands and arms in various directions.

OTHER DUTIES

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

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