Facility Coordinator/Administrator

Cushman & Wakefield; San Juan (PR); On-site; USD 34,000 - 40,000; Full time

Job summary

Cushman & Wakefield is seeking a highly organized Facility Coordinator to support daily facility operations for a key client account. You will act as the central point of contact between site employees, facility management teams, vendors, and client stakeholders.

Responsibilities include payroll administration, onboarding/offboarding, work order management in CMMS, and generating reports to ensure data integrity and service excellence.

Qualifications

• Must be able to speak, read and write in English and Spanish.
• Strong organizational and multitasking abilities with attention to detail.
• Experience supporting payroll, onboarding, and facility operations.
• Proficient with Microsoft Office and data reporting tools.

Responsibilities

• Coordinate and maintain facility records, documentation, and reports.
• Manage payroll processing activities, timekeeping reviews, and inquiries.
• Coordinate onboarding and offboarding of employees and system access.
• Track service requests and work orders in CMMS; generate reports.
• Maintain client and vendor communications and escalate issues as needed.
• Ensure data accuracy across systems through audits and quality checks.

Skills

English and Spanish

Organizational skills

Communication skills

MS Office

Education

Associate's degree in Business Administration

High school diploma or equivalent

Tools

CMMS

HRIS

Payroll systems

Job description

Job TitleFacility Coordinator/AdministratorJob Description SummaryC&W Services is seeking a highly organized and customer-focused Facility Coordinator to support daily facility operations and administrative functions for a key client account. This role serves as a central point of coordination between site employees, facility management teams, vendors, and client stakeholders. The Facility Coordinator is responsible for supporting payroll administration, employee onboarding, work order management, client communications, reporting, and data integrity activities to ensure operational excellence and a high level of service delivery.The ideal candidate is detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.Job DescriptionJob Description / Essential Duties and ResponsibilitiesAdministrative & Operational SupportProvide administrative support to facility management and site leadership teams.Coordinate and maintain facility records, documentation, and operational reports.Support site compliance efforts by maintaining accurate employee and operational data.Assist with scheduling meetings, preparing presentations, and compiling reports.Payroll & Employee SupportCoordinate payroll processing activities, including timekeeping reviews, payroll data collection, and issue resolution.Ensure employee time records are accurate and submitted within established deadlines.Assist management and employees with payroll-related inquiries.Partner with Human Resources and management teams to support employee record maintenance.Employee Onboarding & OffboardingCoordinate onboarding activities for new employees, including system access requests, orientation scheduling, badge creation, and required documentation.Ensure onboarding paperwork is completed accurately and maintained in compliance with company policies.Support employee offboarding processes, including collection of company assets and documentation updates.Maintain employee personnel and training records.Work Order & Facility Management SupportManage and track service requests and work orders through the Computerized Maintenance Management System (CMMS).Monitor work order status and follow up with technicians, vendors, and stakeholders to ensure timely completion.Generate and distribute work order and maintenance performance reports.Support preventive maintenance scheduling and documentation activities.Client & Vendor CommunicationsServe as a primary point of contact for client requests, inquiries, and service-related communications.Maintain professional and responsive communication with client representatives and internal teams.Coordinate with vendors and service providers to support facility operations.Escalate service issues and operational concerns as appropriate.Data Integrity & ReportingMaintain accurate facility, employee, payroll, and operational records across multiple systems.Perform regular audits and quality checks to ensure data accuracy and completeness.Prepare recurring and ad hoc reports for facility leadership and client stakeholders.Support continuous improvement initiatives through data analysis and reporting.Customer ServiceDeliver exceptional customer service to employees, client representatives, vendors, and visitors.Foster positive working relationships across all levels of the organization.Support a culture of safety, professionalism, and operational excellence.QualificationsEducationAssociate's degree in Business Administration, Facilities Management, Human Resources, or a related field preferred.High school diploma or equivalent required.Experience2-5 years of experience in facility coordination, office administration, operations support, payroll administration, customer service, or a related role.Experience supporting facility management operations and client-facing environments preferred.Experience with employee onboarding and payroll processes is highly desirable.Knowledge, Skills & AbilitiesMust be able to speak, read and write in English and Spanish to understand task instructions and complete documentation accurately.Strong organizational and multitasking skills with exceptional attention to detail.Ability to manage multiple priorities while meeting deadlines.Excellent verbal and written communication skills.Strong customer service and relationship management skills.Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.Experience using CMMS, work order management platforms, HRIS, payroll, or ticketing systems preferred.Ability to analyze data, identify discrepancies, and maintain high levels of data accuracy.Ability to work independently and collaboratively within a team environment.Professional demeanor with strong problem-solving and decision-making skills.Additional RequirementsAbility to maintain confidentiality of employee and client information.Ability to adapt to changing priorities and business needs.Commitment to safety, quality, and continuous improvement.C&W Services is an Equal Opportunity Employer and values diversity in the workplace.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 company will not pay less than minimum wage for this role.The compensation for the position is: $24.82 - $29.20C&W Services 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 C&W Services, 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: “C&W Services”