Facilities Coordinator, on-site

CBRE Group, Inc.; Palo Alto (CA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Breakfast and lunch on-site

Free parking

On-site fitness center

Job summary

CBRE Group, Inc. in Palo Alto is seeking a Facilities Coordinator to support one of our technology-sector clients onsite. You’ll coordinate service requests, manage orders and invoices, and help keep buildings running smoothly while delivering excellent client service.

The role emphasizes problem-solving, relationship-building, and hands-on support in a fast-paced environment with on-site perks and opportunities for growth.

Qualifications

• High School Diploma or GED with 2+ years of related experience.
• Experience supporting administrative or operational processes including PO creation, invoice processing, and vendor coordination preferred.
• Proven customer service experience with a professional, responsive approach.

Responsibilities

• Monitor and manage open work orders to ensure timely completion and closure.
• Dispatch work orders and coordinate service requests with technicians and vendors.
• Create and manage purchase orders within designated systems.
• Review, validate, and process vendor invoices for timely payment.
• Coordinate with landlords, tenants, and service providers to ensure policy compliance.

Skills

Customer service

Organizational skills

Attention to detail

Communication

MS Office

CMMS

Education

High School Diploma or GED

Tools

CMMS

Microsoft Office

Job description

About the Role:

Are you energized by fast-paced environments and passionate about creating exceptional 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:

• 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.
• Provide site coverage at other sites as needed during planned and unplanned absences of Facilities Coordinators and other team members.
• Perform light, non-technical maintenance and office support tasks, such as assembling furniture or cabinets, hanging pictures, changing light bulbs, and addressing other minor facility needs.
• 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.
• 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 complimentary breakfast and lunch, free parking and on-site fitness center.

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.