Facility Coordinator

C&W Services (S); Boston (MA); On-site; USD 55,000 - 70,000; Full time

Job summary

Cushman & Wakefield in Boston, MA seeks a Facility Coordinator to oversee daily facility operations, ensuring a safe, compliant environment and efficient building services. You will coordinate vendors, manage work orders, track maintenance, and support lab and manufacturing spaces while adhering to SOPs and SLAs.

You will serve as the main liaison among clients, landlords, vendors, and internal teams, handling procurement, invoices, and documentation, and contributing to process improvements and

Qualifications

• Minimum 1 year in facilities coordination or related role.
• Experience with data entry, reporting, scheduling, and document management.
• Strong customer service and communication skills.
• Familiarity with safety procedures and SOPs.
• Experience in life sciences, labs, or facilities environments preferred.

Responsibilities

• Monitor daily facility operations to ensure a safe, clean, organized, and functional work environment.
• Support building maintenance programs and follow site-specific safety procedures.
• Maintain working knowledge of building systems, equipment, and facility infrastructure.
• Assist with site inspections and identify opportunities for operational improvements.
• Track and support KPIs and SLAs to ensure timely completion of requests.
• Coordinate with clients, landlords, vendors, and contractors to resolve issues and provide status updates.

Skills

Communication

Vendor coordination

Documentation

Customer service

Scheduling

Education

High school diploma

Associate/Bachelor preferred

Job description

Job Title

Facility Coordinator

Job Description Summary

Provide comprehensive facilities and site coordination support to ensure safe, efficient, and compliant building operations. Responsibilities include monitoring facility maintenance and safety, coordinating vendors and contractors, managing work orders and service requests, supporting laboratory and manufacturing environments, maintaining accurate documentation, and ensuring timely completion of tasks. Serve as a key liaison between clients, landlords, vendors, and internal teams while supporting special projects, procurement processes, purchase orders, invoice management, and customer satisfaction initiatives. Assist with training, reporting, process improvements, and maintaining operational compliance with company policies, SOPs, and service level agreements.

Job Description

• Monitor daily facility operations to ensure a safe, clean, organized, and functional work environment.
• Support building maintenance programs and follow site-specific safety and operational procedures.
• Maintain working knowledge of building systems, equipment, and facility infrastructure.
• Assist with site inspections and identify opportunities for operational improvements.
• Track and support key performance indicators (KPIs) and service level agreements (SLAs) to ensure timely completion of service requests and work orders.
• Proactively identify facility concerns and elevate issues as appropriate.

Client, Vendor & Contractor Coordination

• Serve as a primary point of contact for facility-related inquiries, concerns, and service requests.
• Coordinate with clients, landlords, vendors, and contractors to resolve issues and provide status updates.
• Schedule and oversee vendor activities related to equipment maintenance, repairs, and facility services.
• Maintain accurate vendor records and contact information within shared systems and platforms.
• Ensure effective communication and documentation between all stakeholders.

Laboratory & Manufacturing Support

• Support research and development environments involving non-GxP equipment and devices.
• Provide coordination support for manufacturing spaces utilizing GxP-regulated equipment and processes.
• Adhere to standard operating procedures (SOPs), quality requirements, and compliance standards.
• Maintain knowledge of laboratory access requirements, safety protocols, personal protective equipment (PPE), and restricted-area procedures.
• Ensure accurate documentation and attention to detail in regulated environments.

Work Order & Asset Management

• Schedule, track, and document preventive maintenance and repair activities for facility and laboratory equipment.
• Review work order details, generate reports, and monitor service completion through Nuvolo and other facility management systems.
• Collaborate with planners and schedulers to ensure customer satisfaction and timely execution of work.
• Maintain accurate records and support asset management activities.

Procurement & Financial Administration

• Obtain vendor quotes, proposals, and bids for facility-related services and projects.
• Assist with purchase order creation, service contracts, and procurement activities utilizing Coupa and related systems.
• Review invoices for accuracy and coordinate payment processing.
• Follow up on open purchase orders, invoice reconciliation, and accounts payable activities.
• Support annual service contract renewals and vendor agreement management.

Training & Continuous Improvement

• Assist with onboarding and training of new team members.
• Maintain and update job aids, operating procedures, contact lists, and shared documentation.
• Contribute to process improvements that enhance service delivery, operational efficiency, and customer satisfaction.
• Participate in ongoing training and professional development initiatives.

Key Competencies

• Excellent verbal and written communication skills
• Strong customer service and relationship management abilities
• Initiative and problem-solving mindset
• Sense of urgency and accountability
• Ability to manage multiple priorities simultaneously
• Strong attention to detail and accuracy
• Financial and procurement awareness
• Effective time management and organizational skills
• Collaborative team-oriented approach

Minimum Qualifications

Education

• High School Diploma or GED required.
• Associate's or Bachelor's degree in Facilities Management, Business Administration, Property Management, Engineering, or a related field preferred.

Experience

• Minimum of 1 year of experience in facilities coordination, administrative support, tenant services, accounting support, or a related role.
• Experience with data entry, reporting, scheduling, document management, and customer communications.
• Strong customer service experience required.
• Experience in facilities management, property management, commercial real estate, life sciences, laboratory operations, or professional services environments preferred.

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in