Sr. Facilities Coordinator

CBRE; Walnut Creek (CA); On-site; USD 58,000 - 85,000; Full time

Benefits offered by this job

Benefits package

Job summary

CBRE in Walnut Creek, CA is seeking a Senior Facilities Coordinator to be the operational backbone for a 51-building healthcare facilities account. You will manage the work order system end to end, align engineers and stakeholders, and lead monthly snapshots, weekly maintenance reports, and QBRs.

This fast-paced role requires strong communication, exceptional organization, and a customer-first mindset. You will also anchor the front desk during business hours and handle reports, invoices, and

Qualifications

• High school diploma or GED required; two or more years of related work experience preferred.
• Strong communication and stakeholder engagement abilities.
• Excellent organizational skills; you’ll be tracking activity across 51 buildings and coordinating with 8 engineers.
• Customer-service orientation and adaptability in a fast-paced environment.
• Experience in customer service, coordination, or administrative roles encouraged.
• Willingness to travel periodically between sites as needed.
• Ability to write routine reports and correspondence, and to interpret and follow instructions.
• Basic proficiency with Microsoft Office tools (Word, Outlook).
• Physical ability to lift and carry loads of 40 lbs. or more.

Responsibilities

• Own and manage the work order system — creating, assigning, and tracking work orders across technicians, subcontractors, and vendors.
• Serve as the primary communication link to the site's engineering team, keeping them informed of open work orders and following up to closure.
• Lead recurring account reporting, including monthly snapshots, weekly maintenance reports, and QBRs.
• Respond to client inquiries and concerns with prompt, high-quality service, maintaining a customer-first mindset.
• Provide front desk coverage during business hours, answering phones and triaging facilities requests.
• Generate reports on open and closed work orders and verify status with the appropriate technician or vendor.
• Maintain accurate records, including work orders, proposals, vendor files, and department documentation.
• Check vendor paperwork for accuracy and support training on work order and billing procedures.
• Process invoices and ensure correct cost center coding is applied.
• Support facility inspections and assist with process and procedure training.
• Communicate confidently with stakeholders at all levels, from technicians to senior leadership.
• This is not a comprehensive list; other tasks may be included.

Skills

Communication skills

Stakeholder engagement

Organizational skills

Customer service orientation

Administrative coordination

Report generation

Team coordination

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Outlook

Job description

Global Workplace Solutions (GWS) Local is a hard services-led, tailored facility management solution. We self-perform hard services while partnering with best-in-class soft service providers to offer custom facility and project management solutions to our clients. We focus on empowering our team with a high level of downstream accountability, resulting in agile and efficient service delivery.

In addition to our core facility and project management capabilities, our platform offers direct access to our best-in-class services, including ESG, Security Consulting, Workplace Strategy, and Workplace Experience.

About The Role

As a Senior Facilities Coordinator, you will be the operational backbone of a fast-paced, high-visibility healthcare facilities account spanning 51 buildings and a team of 8 engineers. This is a front-line, high-touch role: you'll manage the work order system end to end, keep engineers and stakeholders aligned, and take the lead on the recurring reporting that keeps the account running — monthly snapshots, weekly maintenance reports, and QBRs.

Healthcare facilities work moves quickly and priorities shift by the hour, so this role suits someone eager to learn, comfortable with ambiguity, and energized by variety. This role also anchors the front desk, serving as the first point of contact for facilities-related calls and requests, so reliable, in-person coverage during business hours is essential.

What You'll Do

• Own and manage the work order system — creating, assigning, and tracking work orders across multiple technicians, subcontractors, and vendors.
• Serve as the primary communication link to the site's engineering team, keeping them informed of open work orders and following up to closure.
• Take the lead on recurring account reporting, including monthly snapshots, weekly maintenance reports, and Quarterly Business Reviews (QBRs).
• Respond to client inquiries and concerns with prompt, high-quality service, following up to confirm satisfaction — patience and a customer-first mindset are essential.
• Provide front desk coverage during business hours, answering phones and triaging facilities requests as the first point of contact.
• Generate reports on open and closed work orders and verify status with the appropriate technician or vendor.
• Maintain accurate records, including work orders, proposals, vendor files, and department documentation.
• Check vendor paperwork for accuracy and support training on work order and billing procedures.
• Process invoices and ensure correct cost center coding is applied.
• Support facility inspections and assist with process and procedure training.
• Communicate confidently and professionally with stakeholders at every level, from technicians to senior leadership, as part of an account that values open, frequent communication.
• This is not a comprehensive list of job requirements; additional tasks may be included.

Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future

What You'll Need

• Strong communication skills and the confidence to engage stakeholders at all levels — this role requires frequent, proactive conversation, not just written updates.
• Excellent organizational skills; you'll be tracking activity across 51 buildings and coordinating with 8 engineers, so staying on top of details is critical.
• A genuine customer-service orientation, with the patience to navigate a fast-paced environment where priorities shift quickly.
• Prior work experience of some kind (customer service, coordination, or administrative backgrounds are all welcome) — candidates without direct facilities experience are encouraged to apply.
• A coachable, team-first mindset; someone who takes direction well and is eager to learn and grow into the role, rather than assuming they already know the job.
• High school diploma or GED required; two or more years of related work experience or training preferred.
• Ability to write routine reports and correspondence, and to interpret and follow instructions accurately.
• Basic analytical ability, including comfort with simple calculations such as percentages.
• Basic proficiency with Microsoft Office (Word, Outlook).
• Physical requirements include stooping, standing, walking, climbing stairs/ladders, and the ability to lift and carry loads of 40 lbs. or more.
• Willingness to travel periodically between the primary site and nearby regional offices as needed.

Why CBRE

We lead by example, guided by the needs of the cities we inhabit, the communities we build, and the world we live in. The more perspectives we have, the more dimensions we’re able to see. A culture of respect, integrity, service, and excellence shapes our approach to every opportunity.

Our competitive and comprehensive benefits program was designed to make sure you feel valued with benefits that support the mental, physical, emotional, and financial health of you and your family.

Maintain your career momentum with the best tools and training in the industry. You’ll have everything you need to thrive in your role: challenging work, dedication to results, fast-paced assignments, and a culture of constant learning.

Diversity, equity, and inclusion (DE&I) are more than just values- they’re a competitive advantage. By crafting a place where our employees are recognized for their contribution and given a chance to grow, we regularly open ourselves and our business opportunities.

Applicant AI Use Disclosure

We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.

CBRE carefully considers multiple factors to determine compensation, including a candidate’s education, training, and experience. The minimum salary for the Senior Facilities Coordinator position is $58,000 annually and the maximum salary for the Senior Facilities Coordinator position is $85,000 annually. The compensation that is offered to a successful candidate will depend on the candidate’s skills, qualifications, and experience.

Equal Employment Opportunity: CBRE is an equal opportunity employer that values diversity. We have a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.

Candidate Accommodations: CBRE values the differences of all current and prospective employees and recognizes how every employee contributes to our company’s success. CBRE provides reasonable accommodations in job application procedures for individuals with disabilities. If you require assistance due to a disability in the application or recruitment process, please submit a request via email at [e-mail] or via telephone at [phone] (U.S.) and [phone] (Canada).