Sr. Facilities Coordinator

CBRE Group, Inc.; Walnut Creek (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

CBRE Group, Inc. is seeking a Senior Facilities Coordinator to be the operational backbone for a large healthcare facilities account, spanning 51 buildings with a team of engineers.

You will manage the work order system end to end, align with engineers and stakeholders, and lead recurring reporting including monthly snapshots, weekly maintenance reports, and QBRs. The role is front-line, high-touch, with front desk anchoring during business hours.

Qualifications

• This is a front-line, high-touch role anchored at the front desk.
• You will liaison with engineers and stakeholders and manage communications.
• You will take the lead on recurring account reporting.

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.
• Take the lead on recurring account reporting, including monthly snapshots, weekly maintenance reports, and QBRs.
• Respond to client inquiries and concerns with prompt, high-quality service, following up to confirm satisfaction.
• 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.
• This is not a comprehensive list of job requirements; additional tasks may be included.

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.