Senior Facilities Coordinator

Example of Responsibilities:

• Assist in employee moves, coordinating with movers, vendors, and internal/external staff.

• Plan and organize internal and building-to-building moves.

• Initiate purchase orders and manage invoicing and expenses within budget.

• Manage facilities staff and ensure continuous service.

• Resolve issues with staff/building engineers and vendors.

• Respond to client requests and resolve concerns.

• Serve as primary contact for maintenance requests and manage work orders.

• Schedule repairs and maintenance with vendors and contractors.

• Perform property inspections and tours including workspace sweeps for repairs or upgrades.

• Ensure furniture is functional and conforms to standards; monitor and audit installations.

• Assist in vendor negotiations and monitor performance.

• Coordinate maintenance programs and safety programs.

• Communicate with landlords/managing agents regarding property conditions.

• Create reports and analyze data related to property objectives.

• Oversee maintenance/repair assignments by technicians, vendors, and contractors.

• Respond to client inquiries and ensure quality service delivery.

• Assist in operating and capital budget preparation.

• Manage vendor relationships and train vendors on procedures.

• Process invoices and ensure proper cost center coding.

• Assist in reviewing financial reports and explaining variances.

• Use PC/PDA for work order system, email, and training.

• Acknowledge client inquiries and collect work orders.

• Collect performance and progress reports.

• File work orders, proposals, and vendor paperwork.

• Follow instructions and respond to inquiries or complaints.

• Use existing procedures to solve problems with limited discretion.

• Deliver output by following defined procedures under supervision.

• Other duties as assigned

Key Personal Requirements:

• Background in Integrated Facility Management (IFM) and contracts.

• Degree, trade, or relevant experience plus High School Diploma or GED.

• Basic understanding of Mechanical and Electrical Services.

• Excellent communication and client relationship skills.

• Strong financial understanding.

• Ability to supervise commercial relationships and address poor performance.

• Capable of resolving contentious situations.

• Strong numerical, verbal, and written reporting skills.

• Competency with spreadsheets, Outlook, Word, and other office software.

• Understanding of FM discipline, contract, Health and Safety legislation, and green issues.

• Willingness to be hands-on and travel to other CBRE sites.

• Ability to follow basic work routines and standards.

• Strong organizational skills and inquisitive mindset.

• Basic math skills for calculating percentages, discounts, and markups.

Circumstances:

• Flexible working patterns to support business needs.

• Willingness to learn and benefit from training programs.

• Work with landlords, tenants, and service providers to implement procedures and reporting