Facilities Coordinator

cw; Austin (TX); On-site; USD 39,000 - 47,000; Full time

Job summary

Cushman & Wakefield in Austin, TX is seeking a Facilities Coordinator to support the facility management team; you will help maintain office environments, respond to client needs, and coordinate with vendors and contractors to keep spaces safe and functional.

The role requires strong communication, organization, and proficiency with MS Office 365 and Yardi. A minimum of 3 years in admin or tenant services is preferred, with a high school diploma or GED.

Qualifications

• High school diploma or GED required; higher degree preferred.
• At least 3 years of experience in administrative, accounting or tenant services.
• Experience in facilities/property management or professional services preferred.
• Proficiency with MS Office 365; knowledge of Yardi is a plus.

Responsibilities

• Provide general facility management services and monitor office conditions.
• Serve as main point of contact for visiting Executives and coordinate events.
• Address client inquiries and ensure timely issue resolution and service delivery.
• Create and track work orders; manage vendor communications and payments.

Skills

Communication

Customer Service

Initiative

Sense of Urgency

Multi-Tasking

Detail Oriented

Financial Knowledge

Time Management

Team Orientation

Education

High School Diploma or GED

Associates or Bachelor’s degree preferred

Tools

Microsoft Office 365

Yardi

Job description

Facilities Coordinator

Job Description Summary

The facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client’s needs. This position will be responsible for supporting the day-to-day office and client request to provide a well-managed and well-maintained office environment. This individual will also place an emphasis on a positive response to all concerns and needs of the client, health and safety, and quality programs, in coordination with the client's goals and objectives.

Job Description

• Provide general overall facility management services, including continuous monitoring of office/facility
• Main Point of contact for visiting Executives; including special events and meeting setups
• 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 repair 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 Cushman & Wakefield Facilities Solution Staff, subcontractors, and vendors.
• Making decisions autonomously via obtaining approval from CW Management team
• 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 via CW Management team and remain within budget parameters
• Assist in the monitoring and assessment of vendor performance working in conjunction with CW Procurement team
• Seeking quotes from vendors prior to completion of work.
• Manage complex work orders such as environmental issues and disaster recovery
• Create and record appropriate written communication between all parties
• Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates
• Provide process and procedures training and direction to client colleagues
• Management offsite client storage facilities
• Assist with measuring and reporting key performance indicators against service level agreements
• Maintain office environment and act as office coordinator for snacks and beverages

Key Competencies

• Communication Proficiency (oral and written)
• Customer Focus
• Initiative
• Sense of Urgency
• Multi-Tasking
• Detail Oriented
• Financial Knowledge
• Time Management Skills
• 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

• A minimum of 3 years of work experience in an administrative, accounting or tenant services capacity
• Experience with data entry, expansive reporting, 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 QUALIFICATION

• Working knowledge of computer software programs and base building systems
• Computer proficiency with Microsoft Office 365 Suite (Teams; MS Word, Excel and PowerPoint)
• Demonstrated ability to exercise good judgment
• 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
• Knowledge of Financial Systems (Yardi a plus)

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. May be required to travel outside between properties in varying weather conditions.

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 50-75% of the time; and extend hands and arms in any direction, and the ability to lift up to 40 pounds.

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.

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

Benefits & Compensation

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman & Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.

The company will not pay less than minimum wage for this role.

The compensation for the position is: $28.60 - $33.65

Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.