Facility Coordinator

Cushman & Wakefield; New York (NY); On-site; USD 40,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

Retirement savings plan

Paid time off

Job summary

Cushman & Wakefield is seeking a Facilities Coordinator to manage day-to-day operations across assigned properties, acting as the primary contact for clients, vendors, landlords, and internal teams. The role emphasizes maintaining building operations and safety, managing work orders, invoices and contracts, and delivering reliable support in a fast-paced environment.

The position requires strong communication, customer service, organizational and multitasking skills, with a focus on service

Qualifications

• High school diploma or GED required.
• Associates or Bachelors degree in facilities management, building, business or related field preferred.
• Minimum 1 year of work experience in an administrative, accounting or tenant services capacity.

Responsibilities

• Provide general facility management and monitor office/facility operations.
• Address client inquiries and ensure timely resolution of issues and service delivery.
• Create and manage work orders; assign to engineering staff, subcontractors and vendors.
• Report on open and closed work orders and track status with the responsible party.
• Coordinate with outside contractors for service and repairs of equipment.
• Monitor vendor performance and process payments in a timely manner.
• Maintain communication with clients, landlords, and vendors to provide project status updates.

Skills

Communication Proficiency

Customer Focus

Initiative

Sense of Urgency

Multi-Tasking

Detail Oriented

Financial Knowledge

Time Management Skills

Team Orientation

Education

High school diploma or GED

Associates or Bachelors degree in facilities management, building, business or related field preferred

Tools

Microsoft Office Suite

Base Building Systems

Job description

Job Title Facility Coordinator Job Description Summary Job Description Job Description Summary:

The Facilities Coordinator provides comprehensive facility management and workplace support services to ensure efficient day-to-day operations across assigned properties. This role serves as a primary point of contact for clients, vendors, landlords, and internal teams, coordinating maintenance activities, managing work orders, monitoring vendor performance, and resolving facility-related issues in a timely and professional manner. The position is responsible for maintaining strong customer relationships, supporting building operations and safety procedures, overseeing service providers, processing invoices and contracts, and ensuring compliance with service level expectations. Success in this role requires strong communication, customer service, organizational, and multitasking skills, along with the ability to manage multiple priorities in a fast-paced environment while delivering high-quality support and operational excellence.

Job Description:

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Provide general overall facility management services, including continuous monitoring of office/facility
• Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery
• Follow up with clients to ensure customer satisfaction
• Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action
• Remain knowledgeable regarding all operational aspects of building systems
• Coordinate with outside contractors for the service and repairs of equipment
• Follow protocol for effective building-specific maintenance and safety procedures
• Maintain on-going communication with contractors, client, and team
• Assist with site inspection within the assigned building portfolio
• Create work orders and assign work orders to the engineering staff, subcontractors, and vendors
• Report on open and closed work orders and check the status of open work orders with the assigned party
• Request, review, and submit work orders, bids, and proposals from vendors
• Verify final invoice pricing and process payments in a timely manner
• Assist in the 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 frequently with client, landlords, and vendors to resolve issues and provide project status updates
• Provide process and procedures training and direction to new associates
• Coordinate special events in support of client
• Assist with measuring and reporting key performance indicators against service level agreements
• Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to ensure consistent quality of service and work product

KEY COMPETENCIES

• Communication Proficiency (oral and written)
• Customer Focus
• Initiative
• Sense of Urgency
• Multi-Tasking
• Detail Oriented
• Financial Knowledge
• Time Management Skills
• Team Orientation

IMPORTANT EDUCATION

• High school diploma or a General Equivalency Diploma (GED) required
• Associates or Bachelors degree in facilities management, building, business or other related field preferred

IMPORTANT EXPERIENCE

• A minimum of 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
• Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes
• Proficient in understanding management agreements and contract language
• Working knowledge of computer software programs and base building systems
• Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint)
• Demonstrated ability to exercise good judgment
• Excellent interpersonal skills
• Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work.

In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements. The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.

The compensation for the position is: $29.75 - $35.00

Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated. In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email [e-mail]. Please refer to the job title and job location when you contact us.

INCO: “Cushman & Wakefield” About Cushman & Wakefield

Cushman & Wakefield (NYSE: CWK) is a global leader in real estate services, leveraging our specialized expertise to deliver innovative solutions and exceptional value to owners and occupiers. With 52,000 employees in nearly 400 offices across 60 countries, we are one of the largest firms in the industry, with more than 100 years of history. In 2023, we generated $9.5 billion in revenue from our core services. To learn more, visit www.careers.cushmanwakefield.com.