Facility / Site Services Coordinator

6 months ago

Markham, Canada Cushman & Wakefield Full time

**Job Title**

Facility / Site services coordinator
**Job Description Summary**

The Site Services Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supports the facility management team with on-going facility and team related responsibilities.

Essential functions and responsibilities
- Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery
- Work with client and Facilities team to ensure timely coordination of events.
- Manage service and performance of food service and refreshment vendors to ensure scheduling, quality and quantity of stock.
- Follow up with clients to ensure customer satisfaction
- Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action relating to site services.
- Remain knowledgeable regarding site services and delivery standards.
- Coordinate with outside contractors for the service and repairs of equipment related to site services.
- Follow protocol for effective building-specific maintenance and safety procedures
- Maintain on-going communication with contractors, client, and team
- Assist with site inspection within the assigned building portfolio
- Create work orders and assign work orders to the engineering staff, subcontractors, and vendors
- Report on open and closed work orders and check the status of open work orders with the assigned party
- Request, review, and submit work orders, bids, and proposals from vendors
- Verify final invoice pricing and process payments in a timely manner
- Assist in the monitoring and assessment of vendor performance
- Train vendors on work order and billing procedures
- Manage service and performance of vendors for timely completion of jobs
- Create and record appropriate written communication between all parties
- Communicate frequently with client, and vendors to resolve issues and provide project status updates
- Coordinate special events in support of client
- Assist with measuring and reporting key performance indicators against service level agreements
- Assist with scheduling and arranging of meeting rooms for groups/individuals,
- Assist with coordination of vendor access to buildings.

**Key Competencies**:
Communication Proficiency (oral and written) Customer Focus Initiative Sense of Urgency Multi-Tasking Detail Oriented Financial Knowledge Time Management Skills 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**:

- 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.

**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.

**aap/eeo statement**:
C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

**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 wit

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