Facilities Coordinator & Vendor Management

Cushman & Wakefield; Santa Clara (CA); On-site; USD 40,000 - 47,000; Full time

Job summary

Cushman & Wakefield in Santa Clara, CA seeks a Facility Coordinator to support the facility management team and ensure dependable service delivery for client site needs. The role focuses on coordinating with building systems, vendors, and the client to resolve issues and maintain smooth operations.

You will manage work orders, communicate with contractors and landlords, track performance against SLAs, and assist with site inspections and reporting.

Qualifications

• Minimum 1 year of work experience in an administrative, accounting or tenant services capacity.
• Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications.
• Previous customer service experience; facilities/real estate background preferred

Responsibilities

• Provide general facility management services, including monitoring of office/facility operations.
• Address client inquiries and ensure timely and quality issue resolution.
• Follow up with clients to ensure customer satisfaction.
• Respond to facility inquiries and complaints, assess problems and take corrective action
• Remain knowledgeable regarding all operational aspects of building systems
• Coordinate with outside contractors for service and repairs of equipment
• Maintain communication with contractors, client, and team
• Assist with site inspections within the assigned building portfolio
• Create work orders and assign to engineering staff, subcontractors, and vendors
• Report on open/closed work orders and check status with the assigned party
• Request, review, and submit work orders, bids, and proposals from vendors
• Verify final invoice pricing and process payments timely
• Assist in monitoring and assessment of vendor performance
• Train vendors on work order and billing procedures
• Manage complex work orders such as environmental issues and disaster recovery
• Manage service and performance of vendors and landlords for timely completion of jobs
• Create and record appropriate written communication between all parties
• Schedule and document maintenance and repairs on building equipment
• Communicate with client, landlords, and vendors to resolve issues and provide project status updates
• Provide training/direction to new associates
• Coordinate special events in support of client
• Assist with measuring and reporting KPIs against SLAs
• Provide facilities helpdesk services and monitor workflow for all facilities cases

Skills

Communication

Customer Service

Initiative

Sense of Urgency

Multi-tasking

Detail Oriented

Financial Knowledge

Time Management

Teamwork

Education

High school diploma GED

Associates or Bachelor’s in facilities management or related

Tools

MS Office Suite

Job description

Cushman & Wakefield in Santa Clara, CA seeks a Facility Coordinator to support the facility management team and ensure dependable service delivery for client site needs. The role focuses on coordinating with building systems, vendors, and the client to resolve issues and maintain smooth operations.

You will manage work orders, communicate with contractors and landlords, track performance against SLAs, and assist with site inspections and reporting.