Facilities Coordinator

Job Title

Facilities Coordinator

Job Description Summary

The Facilities Coordinator provides administrative, operational, and customer service support to the Facilities Management team to ensure efficient daily operations and successful delivery of facility services. This position assists with coordinating maintenance activities, managing and tracking work orders, communicating with vendors and client stakeholders, and supporting facility-related projects and initiatives. The Facilities Coordinator is responsible for maintaining accurate records, monitoring outstanding requests, and ensuring timely follow-up and resolution of facility needs while supporting a safe, efficient, and professional workplace environment.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Facility Operations and Work Order Management

• Support daily facility operations to ensure a safe, functional, and professional workplace environment.
• Create, assign, monitor, and follow up on work orders within the designated facility management system.
• Track open and completed work orders, identify outstanding issues, and coordinate with engineering staff, vendors, and contractors to ensure timely resolution.
• Assist with facility inspections, preventive maintenance scheduling, and operational reporting.
• Coordinate facility service requests and escalate urgent or unresolved issues to management as appropriate.

Purchase Orders, Procurement, and Financial Administration

• Create and process purchase orders (POs) in accordance with established company and client procurement policies and procedures.
• Demonstrate an understanding of the purchase order lifecycle, including requisition creation, required approvals, PO issuance, tracking, invoice matching, and closure.
• Track open purchase orders, monitor outstanding commitments, and assist with PO reconciliation and closeout activities.
• Coordinate with vendors to obtain quotes, proposals, invoices, and required supporting documentation.
• Review invoices against approved purchase orders and supporting documentation to identify discrepancies and assist with resolution.
• Maintain accurate procurement records and assist with financial reporting, expense tracking, and budget-related administrative activities.
• Communicate with internal stakeholders and vendors regarding purchasing status, invoice issues, and outstanding approvals.

Vendor Coordination and Client Services

• Coordinate vendor activities, service schedules, and facility maintenance requests.
• Monitor vendor service delivery and follow up to ensure work is completed within established expectations.
• Maintain professional communication with client representatives, employees, contractors, and internal team members.
• Respond to facility inquiries and service requests in a timely and customer-focused manner.
• Assist with coordinating campus projects, workplace services, special events, and operational initiatives.

Administrative Support and Reporting

• Maintain accurate records, spreadsheets, trackers, and facility documentation.
• Prepare routine operational reports, including work order status, procurement activity, and outstanding action items.
• Assist with monitoring key performance indicators and service level agreements.
• Coordinate meetings, communicate project updates, and document follow-up actions.
• Support the Facilities Management team with additional administrative and operational responsibilities as assigned.

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.


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.

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.
The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.
The company will not pay less than minimum wage for this role.
The compensation for the position is: $24.51 - $28.84Cushman & Wakefield 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 Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email [email protected]. Please refer to the job title and job location when you contact us.

INCO: “Cushman & Wakefield”