Facilities Coordinator, on-site

CBRE; Menlo Park (CA); On-site; USD 48,000 - 52,000; Full time

Benefits offered by this job

Complimentary meals for on-site

Job summary

CBRE in Menlo Park, CA is seeking a Facilities Coordinator to support a 1.3 million sq ft campus, collaborating with Facilities Managers, vendors, and tenants to keep daily operations running smoothly and deliver an exceptional workplace experience.

The role includes managing work orders, processing invoices and purchase orders, coordinating services, and performing site walkthroughs while ensuring compliance and safety. On-site meals are provided as part of on-site perks.

Qualifications

• High School Diploma or GED required.
• 2+ years in admin or operations support.
• Experience with PO creation, invoicing, and vendor coordination preferred.
• Strong customer service orientation and responsiveness.
• Able to manage multiple tasks in a fast-paced environment.
• Proficient with MS Office and CMMS familiarity.

Responsibilities

• Monitor and manage open work orders to ensure timely completion and proper documentation.
• Dispatch work orders and coordinate service requests with technicians and vendors.
• Create and manage purchase orders in designated systems.
• Review and process vendor invoices for accuracy and payment.
• Serve as a point of contact for site-related inquiries and ensure service expectations are met.
• Conduct routine site walkthroughs to identify facility issues and support actions.

Skills

Customer service

Organizational skills

Communication skills

MS Office

CMMS familiarity

Administrative experience

Education

High School Diploma or GED

Tools

CMMS

MS Office

Job description

About The Role

Join CBRE as a Facilities Coordinator and play a key rolein supporting one of our high-profile clients in the technology sector.

About The Role

Join CBRE as a Facilities Coordinator and play a key rolein supporting one of our high-profile clients in the technology sector. This position supports, as part of a collaborative team, anine-building campus totaling approximately 1.3 million square feet of officespace, as well as select exterior assets and common areas. Working closely withFacilities Managers, clients, vendors, and contractors, you will help ensureday-to-day facility operations are executed efficiently and deliver anexceptional workplace experience. As part of CBRE's Facilities Management team, you'll serveas an important partner in maintaining safe, functional, and well-maintainedenvironments. This is a highly visible role that offers the opportunity to makea direct impact on facility performance, client satisfaction, and the successof a world-class campus.

What You’ll Do

• Monitorand manage open work orders to ensure timely completion, accuratedocumentation, and closure in accordance with established service levels.
• Dispatchwork orders and coordinate service requests with technicians and vendors tosupport efficient facility operations.
• Createand manage purchase orders within designated systems to support maintenanceactivities, services, and operational needs.
• Review,validate, and process vendor invoices, ensuring accuracy, proper documentation,and timely payment.
• Collaboratewith landlords, tenants, and service providers to ensure compliance withestablished procedures, policies, reporting requirements, and serviceexpectations.
• Serveas a point of contact for site-related inquiries, responding promptly andprofessionally to client requests, concerns, and service needs.
• Reviewwork orders, proposals, vendor documentation, and department records to ensurecompleteness, accuracy, and alignment with operational requirements.
• Conductroutine site walkthroughs to identify facility-related issues, monitor servicequality, and support corrective actions as needed.
• Followestablished procedures, written instructions, and communications whileproactively seeking clarification when necessary to ensure successful outcomes.
• Respondeffectively to routine inquiries and concerns from clients, vendors, teammembers, and leadership.
• Utilizeestablished processes and guidelines to resolve routine operational issueswhile exercising sound judgment and attention to detail.
• Contributeto team success by consistently delivering high-quality work within clearlydefined responsibilities, processes, and performance expectations.
• Execute assigned tasks and administrativefunctions accurately and efficiently while working under the guidance offacility management leadership.

What You’ll Need

• High School Diploma or GED, plus 2 or more years of professional related experience.
• Experience supporting administrative or operational processes, with exposure to finance-related activities such as purchase order creation, invoice processing, and vendor coordination preferred.
• Proven customer service experience, with a professional, responsive, and solutions-oriented approach to supporting clients and stakeholders.
• Strong organizational skills with exceptional attention to detail and the ability to effectively manage multiple priorities in a fast-paced environment.
• Demonstrated ability to work independently, take initiative, and proactively seek clarification or guidance when needed.
• Effective verbal and written communication skills, with the ability to interact professionally with internal teams, vendors, landlords, tenants, and clients.
• Ability to conduct routine facility walkthroughs to assess site conditions, identify concerns, and help ensure facility standards are maintained.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Experience with a Computerized Maintenance Management System (CMMS) is preferred.
• Strong attention to detail and commitment to delivering accurate, high-quality work.
• Ability to follow established procedures, policies, and work standards while exercising sound judgment in day-to-day activities.
• Demonstrated customer service and relationship-building skills, with a focus on responsiveness, professionalism, and follow-through.
• Basic math and analytical skills, including the ability to perform calculations involving percentages, discounts, markups, and other routine business metrics.
• Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.
• On-Site Perks: Complimentary breakfast, lunch and dinner

Why CBRE?

Competitive Benefits:

CBRE offers a comprehensive benefitspackage including medical, dental, and vision insurance, life insurance,disability coverage, and a 401(k) plan starting the first day of the month following your start date.

Professional Development:

We are committed to investing in employee growth and development through training programs, certifications, and mentorship opportunities.

Career Advancement:

As a global leader in commercial real estate services, CBRE provides strong opportunities for career progression and advancement.

California Residents:

CBRE carefully considers multiple factors to determine compensation, including a candidate’s education, training, and experience. The minimum salary for the Facilities Coordinator position is $35.00 hourly and the maximum salary for the Facilities Coordinator position is $37.50 hourly. The compensation that is offered to a successful candidate will depend on the candidate’s skills, qualifications, and experience. Successful candidates will also be eligible for a discretionary bonus based on CBRE’s applicable benefit program. This role will provide the following benefits: 401(K), Dental insurance, Health insurance, Life insurance, and Vision insurance.

Equal Employment Opportunity:

CBRE is an equal opportunity employer that values diversity. We have a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.

Candidate Accommodations:

CBRE values the differences of all current and prospective employees and recognizes how every employee contributes to our company’s success. CBRE provides reasonable accommodations in job application procedures for individuals with disabilities. If you require assistance due to a disability in the application or recruitment process, please submit a request via email at [e-mail] or via telephone at [phone] (U.S.) and [phone] (Canada).