Job Title
Facilities Coordinator
Job Description Summary
- The Facilities Co-ordinator supports the Facilities Manager in the management of service delivery in the Dublin offices, responsible for all aspects of facility management while ensuring client satisfaction.
- Responsible for representing C&W in the local business and real estate community to promote C&W reputation and capabilities.
- Manage facilities to ensure that the service delivery and contractual obligations are delivered and executed in a manner that fosters and achieves superior customer satisfaction.
- Be the focal point person with the local Clients representing the company and maintain excellent customer relationship.
Job Description
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Ensure the day-to-day operations of the facility(s) or campus, 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
- 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, including (and as applicable): Property Information Book, Site Operating Manual, Emergency Procedures Manual, Safety Meeting Log, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, As-built Drawings, Paid Invoices File, General Files, Contract Files, Annual Property Conditions and Year- end Performance Report and other reports and documentation as required
- Prepares budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(s) or complex as directed
- 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, analyze 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
- Proactively inspect the facility, systems, rooms, office areas, etc. and report back any findings or issues to the Facility Manager
KEY COMPETENCIES
1. Communication Proficiency (oral and written)
2. Technical Proficiency
3. Problem Solving/Analysis
4. Leadership
5. Teamwork Orientation
6. Relationship Management
7. Financial Management
IMPORTANT EXPERIENCE
- A minimum of 3-5 years facility management experience required
- Experience in maintenance, construction, engineering and all facets of property operation and building management preferred
- Work Order Management experience is preferred
- 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, PowerPoint)
- Strong discipline of financial management including financial tracking, budgeting and forecasting
- Knowledge of Financial Systems (Yardi a plus)
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 50-75% 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 is an equal opportunity / affirmative action employer. All qualified candidates will receive consideration for employment without regard to ethnicity, gender, gender identity or expression, sexual orientation, age, disability, religion, marital status, or any other legally protected characteristic. Cushman & Wakefield is committed to equity in employment, and our goal is to have a diverse, inclusive and barrier-free workplace. If you are a person with a disability and need any other accessible accommodations during the hiring process, you are invited to bring this to the Talent Acquisition Advisor’s attention once they have made contact.
INCO: “Cushman & Wakefield”
