Facilities Coordinator

Cushman & Wakefield; St. Louis (MO); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading company is seeking a Facilities Coordinator to assist the facility management team in delivering exceptional service. The role involves managing facility operations, addressing client concerns, and coordinating with vendors. Ideal candidates should have strong communication skills and a background in facilities management. This position requires multitasking and attention to detail in a professional office environment.

Qualifications

• Minimum of 1 year of experience in administrative or tenant services roles.
• Experience in facilities/property management preferred.

Responsibilities

• Provide overall facility management services and address client inquiries.
• Coordinate with contractors for service and repairs.
• Create work orders and manage vendor performance.

Skills

Communication Proficiency

Customer Focus

Initiative

Detail-Oriented

Time Management Skills

Team Orientation

Education

High school diploma or GED

Associates or Bachelors degree in facilities management

Tools

Microsoft Office Suite

Job description

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Job Description Summary

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 ongoing facility and team-related responsibilities.

Job Title

Facilities Coordinator

Essential Functions and Responsibilities

1. Provide general overall facility management services, including continuous monitoring of office/facility.
2. Address client inquiries and concerns, ensuring timely and quality issue resolution and service delivery.
3. Follow up with clients to ensure customer satisfaction.
4. Respond to all facility inquiries and complaints, assess problems, and take necessary corrective actions.
5. Remain knowledgeable regarding all operational aspects of building systems.
6. Coordinate with outside contractors for service and repairs of equipment.
7. Follow protocol for effective building-specific maintenance and safety procedures.
8. Maintain ongoing communication with contractors, clients, and the team.
9. Assist with site inspections within the assigned building portfolio.
10. Create work orders and assign them to engineering staff, subcontractors, and vendors.
11. Report on work order statuses and follow up as needed.
12. Review and process work orders, bids, and proposals from vendors.
13. Verify invoice pricing and process payments promptly.
14. Monitor and assess vendor performance.
15. Train vendors on work order and billing procedures.
16. Manage complex work orders, including environmental issues and disaster recovery.
17. Manage service and performance of vendors and landlords for timely completion of jobs.
18. Create and record written communications between all parties.
19. Schedule and document maintenance and repairs on building equipment.
20. Communicate regularly with clients, landlords, and vendors to resolve issues and provide updates.
21. Provide training and guidance to new associates.
22. Coordinate special events in support of the client.
23. Assist in measuring and reporting key performance indicators against service level agreements.
24. Provide facilities helpdesk services and monitor workflow to ensure quality.

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 GED required.
• Associates or Bachelors degree in facilities management, building, business, or related field preferred.

Important Experience

• Minimum of 1 year of experience in administrative, accounting, or tenant services roles.
• Experience with data entry, reporting, filing, answering phones, scheduling, and communication.
• Previous customer service experience.
• Experience in facilities/property management or related industries preferred.

Additional Eligibility Qualifications

• Knowledge of lease terms, CAM reconciliation, insurance, and taxes.
• Understanding of management agreements and contracts.
• Knowledge of computer software and building systems.
• Proficiency in Microsoft Office Suite.
• Good judgment, interpersonal skills, and flexibility for working hours including travel and on-call.

Work Environment

Professional office setting with standard equipment.

Physical Demands

Requires communication, operation of office machinery, movement, and stationary work up to 90% of the time.

AAP/EEO Statement

C&W provides equal employment opportunities and affirmative action. Discrimination is not tolerated. Accommodation requests can be made via the provided contact information.