Facilities Coordinator, on-site

CBRE Group, Inc.; Menlo Park (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Complimentary breakfast, lunch and (on

Job summary

CBRE Group, Inc. is seeking a Facilities Coordinator to support a large technology campus comprising about 1.3 million square feet across nine buildings.

You will work with Facilities Managers, clients, vendors, and contractors to keep daily operations efficient and deliver an outstanding workplace experience. This highly visible role focuses on service quality, safety, and campus performance, with opportunities to impact client satisfaction and facility metrics through proactive coordination

Qualifications

• 2+ years of professional support experience in administrative or operations
• Experience with purchase orders, invoice processing, and vendor coordination preferred
• Strong organizational and communication skills, with attention to detail

Responsibilities

• Monitor and manage open work orders and ensure timely completion
• Dispatch work orders and coordinate with technicians and vendors
• Create and manage purchase orders in designated systems
• Review vendor invoices for accuracy and proper documentation
• Serve as point of contact for site-related inquiries
• Conduct routine site walkthroughs to identify facility issues
• Follow procedures and escalate clarifications as needed
• Assist with administrative functions and reporting under facilities leadership

Skills

Customer service

Organizational skills

Communication

Attention to detail

Initiative

Multitasking

Education

High School Diploma or GED

Tools

Microsoft Office Suite

CMMS

Job description

About the Role:

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

This position supports, as part of a collaborative team, a nine-building campus totaling approximately 1.3 million square feet of office space, as well as select exterior assets and common areas. Working closely with Facilities Managers, clients, vendors, and contractors, you will help ensure day-to-day facility operations are executed efficiently and deliver an exceptional workplace experience.

As part of CBRE's Facilities Management team, you'll serve as an important partner in maintaining safe, functional, and well-maintained environments. This is a highly visible role that offers the opportunity to make a direct impact on facility performance, client satisfaction, and the success of a world-class campus.

What You’ll Do:

• Monitor and manage open work orders to ensure timely completion, accurate documentation, and closure in accordance with established service levels.
• Dispatch work orders and coordinate service requests with technicians and vendors to support efficient facility operations.
• Create and manage purchase orders within designated systems to support maintenance activities, services, and operational needs.
• Review, validate, and process vendor invoices, ensuring accuracy, proper documentation, and timely payment.
• Collaborate with landlords, tenants, and service providers to ensure compliance with established procedures, policies, reporting requirements, and service expectations.
• Serve as a point of contact for site-related inquiries, responding promptly and professionally to client requests, concerns, and service needs.
• Review work orders, proposals, vendor documentation, and department records to ensure completeness, accuracy, and alignment with operational requirements.
• Conduct routine site walkthroughs to identify facility-related issues, monitor service quality, and support corrective actions as needed.
• Follow established procedures, written instructions, and communications while proactively seeking clarification when necessary to ensure successful outcomes.
• Respond effectively to routine inquiries and concerns from clients, vendors, team members, and leadership.
• Utilize established processes and guidelines to resolve routine operational issues while exercising sound judgment and attention to detail.
• Contribute to team success by consistently delivering high-quality work within clearly defined responsibilities, processes, and performance expectations.
• Execute assigned tasks and administrative functions accurately and efficiently while working under the guidance of facility 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 benefits package 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.