Job Description Summary
The Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Services include vendor/contract management, budgeting, management of onsite services, deliveries, and amenities. Perform non-technical general building maintenance and repair duties, light maintenance activities, custodial duties, and minor repairs. Reports to Facilities Manager overseeing Client's Chicago offices.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Manage and support employee services including but not limited to:
Coordinate office/furniture and employee moves
Coordinate activities of vendors, installers, and employees during the project management of office build outs, reconfigurations, moves, etc.
Maintain acceptable stock levels for daily office operation; coffee & tea supplies, copy paper, toner cartridges, etc. Order pre-approved supplies as needed.
Circulate through office and assist in maintaining a photoshoot-ready environment; clear whiteboards, reset conference rooms to room set standards.
Act as eyes and ears of Facilities management team, ensuring appropriate managerial awareness of current/upcoming topics, events, and concerns regarding the work space.
Manage building maintenance needs, includes processing of work order requests.
Oversee outside vendors for various HVAC/Mechanical preventative maintenance and maintenance repairs of equipment
Document maintenance and repairs on building equipment and communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates
Remain knowledgeable regarding all operational aspects of building systems, and coordinate with outside contractors for the service and repairs of equipment
Provide light maintenance including but not limited to lamp replacement, filter changes, reset breakers, etc. Lift 50 pounds; climb ladders.
Coordinate special events in support of client including set up/take down of office furniture
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, and follow up with clients to ensure customer satisfaction
Work directly with landlord's building management staff as needed
Manage internal company space/maintenance needs, includes processing of work order requests, working with appropriate resources to complete work needed
Comply with all applicable codes, regulations, governmental agency, and company directives as related to building operations and practice safe work habits
1.Communication Proficiency (oral and written)
4.Sense of Urgency
8.Time Management Skills
High school diploma or a General Equivalency Diploma (GED) required
Associates or Bachelors degree in facilities management, building, business or other related field preferred
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) General understanding of Microsoft Project
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
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. May be regularly required to travel outside between properties in varying weather conditions.
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 may need to travel from floor to floor, climb stairs, and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to remain in a stationary position (sit or stand) for 85% of the time; regularly use hands to operate office machinery and regularly required to walk, talk, and hear.
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.
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.
Cushman & Wakefield