Facilities Coordinator, on-site

CBRE; Palo Alto (CA); On-site; USD 62,000 - 65,000; Full time

Benefits offered by this job

Breakfast and lunch

Free parking

On-site fitness center

Job summary

CBRE in Palo Alto is seeking a Facilities Coordinator to support a technology client onsite. You will manage work orders, coordinate vendors, process invoices and purchase orders, and help maintain facility standards with attention to detail and timely communication.

Ideal candidates have strong organizational skills, customer service orientation, proficiency in MS Office, and experience with CMMS. This role offers onsite perks and growth opportunities within a global real estate services leader.

Qualifications

• Experience supporting administrative or operational processes.
• Exposure to finance-related tasks such as PO creation and invoice processing.
• Strong organizational skills with attention to detail.

Responsibilities

• Monitor and manage open work orders to ensure timely completion and accurate documentation.
• Dispatch work orders and coordinate service requests with technicians and vendors.
• Create and manage purchase orders within designated systems.
• Review and process vendor invoices for accuracy and timely payment.
• Collaborate with landlords, tenants, and service providers to follow procedures and service expectations.
• Serve as point of contact for site-related inquiries and client requests.
• Perform light maintenance tasks and basic facility support.
• Conduct routine site walkthroughs to identify issues and ensure standards.

Skills

Customer service

Vendor coordination

Multitasking

Communication

Education

High School Diploma or GED

Tools

CMMS

Microsoft Office

Excel

Job description

About The Role

Are you energized by fast-paced environments and passionate about creatingexceptional workplace experiences?

Are you energized by fast-paced environments and passionate about creatingexceptional workplace experiences? As a CBRE Facilities Coordinator, you'll support one of our clients in the technology sector, working onsite in Palo Alto. You'll be at the heart of facility operations, partnering with clients, vendors, and contractors to keep buildings running smoothly and efficiently. From coordinating service requests to driving projects to completion, you'll play a vital role in delivering outstanding support and ensuring every detail is handled with excellence. This is an excellent opportunity for someone who enjoys problem-solving, building relationships, and making an impact in a dynamic environment.

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 promptlyandprofessionally 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.
• Providesite coverage at other sites as needed during planned and unplanned absences ofFacilities Coordinators and other team members.
• Performlight, non-technical maintenance and office support tasks, such as assemblingfurniture or cabinets, hanging pictures, changing light bulbs, and addressingother minor facility needs.
• 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.
• Must be willing and able to perform light, non-technical maintenance tasks.
• 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.

Onsite Perks: Enjoy complimentarybreakfast and lunch, free parking and on-site fitness center.

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 monthfollowing your start date.

Professional Development: We are committed to investing inemployee growth and development through training programs, certifications, andmentorship opportunities.

Career Advancement: As a global leader in commercial real estateservices, CBRE provides strong opportunities for career progression andadvancement.

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 $30.00 hourly and the maximum salary for the Facilities Coordinator position is $31.25 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).