Facility Specialist

Cushman & Wakefield Inc Philadelphia , PA 19107

Posted 3 months ago

Job Title

Facility Specialist

Job Description Summary

Under the supervision of the Facilities Manager, the Facilities Specialist will manage and troubleshoot everything related to building repairs and aesthetic issues that arise in the client retail stores. The Facilities Specialist is charged with ensuring that vendors and projects are managed appropriately, meeting budget and timelines, while escalating any issues to management for continuous improvement. This is a highly cross functional role working closes with onsite building property managers, store planning, and Finance & Accounting. This person will also be expected to support the day-to-day implementation of policies, procedures, programs and workplace services delivery that provides a well-managed and well maintained building. Places an emphasis on a positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination with the client's goals and objectives.

Job Description


  • Ensure the day-to-day operations of the client retail properties, including janitorial, life-safety,

engineering, site services, and general maintenance are implemented and carried out in a manner

consistent with C&W policies and client directives. Ensure all contracts are reviewed on a regular basis

and are bid out as required and confirm invoices match contract pricing

  • Supervise all maintenance programs relating to the interior and exterior conditions and

appearance of the properties

  • Continuously monitor and update helpdesk with vendor/landlord changes

  • Manage all aspects of contractor/vendor performance

  • Build and maintain partnership with vendor base

  • Monitor and manage vendor performance through established

measurements and reporting criteria.

  • Vendor Access to stores

  • Verify project completion through punch list confirmation

  • Verify invoiced accuracy

  • Provide helpdesk with warranty vendors

  • Monitor work orders for accurate warranty information

  • Communicate warranty vendor concerns with RDC group and Facilities team

  • Perform site inspections on a determined frequency

  • Supervise all maintenance programs relating to the interior and exterior conditions and

appearance of the properties

  • Manage Handyman Program

  • Responsible for all work orders until completion through invoicing

Date created or last reviewed: September 2017 Page 2 of 3

  • Active management of scheduled maintenance programs

  • Maintain open communication with the Jacobs helpdesk on work order information

  • Provide updates of any vendor changes.

  • Provide PM schedule changes

  • Assist in Store Set-ups and Closures as needed

  • Customer Support

  • Assess retail location in person for any issues or concern.

  • Review completed vendor work and address deficiencies.

  • Discuss any concerns Store or Retail Senior FM or Retail FM Director may have.

  • Scheduled reporting to Consumer Ops Leaders.

  • Under the direction of the Facility Manager, respond promptly to requests for building maintenance,

repairs, cleaning needs, etc. from building occupants and for the implementation of ongoing contract

programs to address and resolve needs and problems

  • Compile information necessary to ensure all site-specific documentation and reports are completed

accurately and on time.

  • Prepares, financial reports (monthly and quarterly), , expenditures and purchase orders related to the

assigned portfolio.

  • Assist in providing information and reports necessary for the development of capital budgets for the

facility. This includes contributions towards a five-year plan of maintenance, facility improvement, and

cost reduction initiatives

  • Collect, analyse and prepare reports of such statistical data as may be required to provide accurate and

current assessment of facility management objectives

  • Expected to be thoroughly familiar with the management contract, vendor agreements, and other

building/facility contracts and all requirements contained therein

  • Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all

claims as required

  • Periodically inspect the facility, systems, rooms, common areas, etc. and remedy any findings or issues.

1.Communication Proficiency (oral and written)
2.Technical Proficiency
3.Problem Solving/Analysis
5.Teamwork Orientation
6.Relationship Management
7.Financial Management


  • Associate's degree in facilities management, building, business or other related field required


  • A minimum of 3-5 years relevant experience, preferably in commercial or industrial real estate with facility

management experience required

  • Experience in maintenance, construction, engineering and all facets of property operation and building

management preferred

  • Retail facilities experience preferred
  • CMMS/Work Order Management experience is preferred


  • Certified Facility Manager (CFM), International Facilities Management Association (IFMA), Building Owners and

Managers Association (BOMA) industry certifications recommended; other Engineering, Business or

technical training or certifications a plus

Date created or last reviewed: September 2017 Page 3 of 3

  • Ability to read and understand construction specifications and blueprints

  • Proficient in understanding management agreements and contract language

  • Skilled in Building Management Systems maintenance and monitoring

  • Excellent computer and systems knowledge; Strong literacy in Microsoft Office Suite (MS Word, Excel,


  • Strong discipline of financial management including financial tracking, budgeting and forecasting

  • Knowledge of Financial Systems (Yardi a plus)


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 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 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 50-75% of the time; and extend hands and arms in any


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.

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Facility Specialist

Cushman & Wakefield Inc