Facility Coordinator

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
• Provide Reporting for Account/organization Manager (KPI reporting Dashboard support and other tasks delegated.

• KEY COMPETENCIES
  1. Communication Proficiency (oral and written)
  2. Customer Focus
  3. Initiative
  4. Sense of Urgency
  5. Multi-Tasking
  6. Detail Oriented
  7. Financial Knowledge
  8. Time Management Skills
  9. 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.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for up to 90% of the time; and extend hands and arms in any direction.

AAP/EEO STATEMENT
C&W provides equal employment opportunity to all individuals regardless of their race color creed religion gender age sexual orientation national origin disability veteran status or any other characteristic protected by state federal or local law. Further C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.
OTHER DUTIES
This job description is not designed to cover or contain a comprehensive list of activities duties or responsibilities that are required of the employee. Other duties responsibilities and activities may change or be assigned at any time with or without notice.

Note: This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.

C&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- or email. Please refer to the job title and job location when you contact us.