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Facilities Coordinator

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POST DATE 9/6/2016
END DATE 11/5/2016

Cushman & Wakefield, Inc. Norfolk, VA

Norfolk, VA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #


Job Title

Facilities Coordinator

Job Description Summary

Responsible to perform the administrative functions of the Facilities Management Team assuring a high level of professionalism in Facilities Management issues, including timely response to and resolution of any occupants requests or concerns

Job Description


* Respond to all facility inquiries and complaints, verify problem, and take the necessary corrective action

* Remain knowledgeable regarding all operational aspects of building systems including electrical, HVAC, air handling units, roof top units, plumbing, dock doors and levelers, mechanical, process controls, power transmissions, pumps, valves, pneumatic controls, and hydraulic devices

* Coordinate with outside contractors for the service and repairs of equipment

* Maintain on-going communication with contractors, client, and team

* Request, review, and submit work orders, bids, and proposals from vendors

* Verify final invoice pricing and process payments in a timely manner

* Monitor and assess vendor performance

* Manage and seek approval on items relating to capital expenditures and insurance cases

* 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

* Engage and develop effective working relationships with high profile clients and/or new clients

* Perform tasks with minimal supervision

* Provide full administrative support, including phone support, typing, reports, filing and distribution of correspondence

* Schedule and coordinate meetings/special events as requested

* Ensure office is stocked with office supplies and other required items to maintain the office

* Ensure prompt and accurate completion of contract and certificates of insurance information in contract administration software

* Monitor and maintain the facility maintenance work order system and prepare monthly reports for facility manager on status of occupants work orders

* Oversee the maintenance of the work order and purchase order systems

* Assemble monthly report summary of service contracts and certificates of insurance

* Promote and foster positive relationships with occupants and owners and track service calls as required

* Assist with monthly and quarterly management reports as well as annual budget preparation

* Process management and maintenance staff hours, occupants bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval

* Participate in the performance oversight of all service contractors who perform contract services

* Prepare portions of the monthly financial and operational reports and/or annual budget

* May directly and/or indirectly supervise individuals, building staff, and other vendors relied upon to manage the building(s)


* Bachelor Degree preferred

* 1+ years of real estate property /facility management or related experience

* Or any similar combination of education and experience

* Proficiency with Microsoft Office Suite

* Strong organizational skills; detail oriented

* Excellent oral and written communication and presentation skills

* Ability to work with others well, give and take direction and to interface with decision makers in a professional manner and maintain confidential information

* Strong interpersonal skills

* Proven record of excellent internal and external customer service


* Involves work of a general office nature; typically includes extended periods of sitting and/or operation of a computer for up to 8 hours a day

* May involve periods of standing, such as operating at a copier/fax/scanner

* May involve work such as conducting tours throughout the property/portfolio, usually performed by walking and/or climbing stairs

* Regularly required to talk, hear, and use hands and fingers to write and type

* Regularly required to utilize vision abilities, allowing reading of printed material, graphics, computer displays and physical inspection of properties and sites

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, disability, or protected veteran status.

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, disability, or protected veteran status.