Cushman & Wakefield (http://www.cushmanwakefield.com/en/careers)
Job Description Summary
Under the supervision of the Property Manager, the Facilities Coordinator is responsible for assisting in all areas defined as a part of the Assistant Property Manager job description. This position is responsible for ensuring tenant issues and concerns are acknowledged and addressed in a timely, efficient manner and will coordinate access to building for contractors.
Oversee tenant improvement work and alterations to building tenant spaces and coordinate access to building for contractors.
Responsibilities include working with help desk counterpart(s) on dispatching client work requests to all building trades including engineers, electricians, handyperson’s, movers, mechanics, cleaners, etc. Opens “Trouble Tickets” and “Work Orders” as required and enters into system.
Documents, tracks and monitors the problem(s) to ensure a timely resolution.
May perform other administrative or clerical duties, as assigned, such as word processing, reporting, mail sorting/distribution, relief of receptionist/operator, distributing client materials to building staff, etc.
Updates and maintains Facilities Contact Lists and Building Files and Contractor Binders.
Maintains all necessary communication between tenants and the employees / resources providing maintenance and services.
Responsible for all building correspondence to and from owners, tenants, vendors and management.
Responsible for coding of invoices including receipt and processing for payment according to established procedures, including verification of appropriate back-up, coding and vouchering. After approval by the GM, PM and/or Director, forward invoices to accounting for processing.
Maintain building office files.
Produce and monitor purchase orders for non-contract materials or services ordered.
Handle all tenant requests for special work. Obtain estimate, provide proposal, order work, and invoice tenant for such work.
Maintain and produce periodic work order system reporting and KPIs. Enter, print and distribute Service Requests, follow-up with staff or vendor to ensure completion, invoice billable work.
Assist GM or Property Manager with the preparation and dissemination of monthly client and building reporting.
Maintain Fusion and Sharepoint database.
Update and maintain all office procedures in Operating Procedures Manual.
Update Certificate of Insurance lists for tenants, vendors and moving companies. Request new or renewed certificates as required.
Maintain report of electrical charges on a building-wide and floor-by-floor basis.
Bachelor's degree; CPM and/or RPA candidate preferred.
A minimum of 2 years working in real estate with property management experience or equivalent preferred.
Working knowledge and experience in financial accounting in commercial real estate, financial reporting and budgeting is preferred.
Familiarity with facilities maintenance and tenant improvement construction projects; ability to plan, organize and coordinate multiple projects, ability to read and understand floor plans and blueprints.
Strong literacy in MS Word and Excel and PowerPoint and working in Web-based and SharePoint applications.
Highly organized and skilled with time management.
Excellent written and oral communication skills.
Strong customer service/tenant relation skill required.
While performing the duties of this job, the employee is regularly required to travel from floor to floor and may be required to travel outside between buildings in varying outdoor weather conditions
The employee may also be regularly required to sit or stand for prolonged periods of time
Regularly use hands to operate office machinery including, but not limited to, telephones, computers, fax, and photocopy machines
Regularly required to walk, talk, and hear
Nighttime and Weekend hours might be required, flexibility is needed.
Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.