Job Title

Facilities Executive - Soft Services

Job Description Summary

Job Description

The specific responsibilities and deliverables of the Facilities Coordinator will vary depending on factors such as the complexity, scale, location, and/or included scope of services, however the general principles and summary expectations of the role can be described as follows.

In general terms the Facilities Coordinator is responsible for supporting the Facilities Manager and/or Facilities Management Team with the effective coordination, delivery, and execution of site based in-scope facilities management and workplace support services for the assigned site / location. This function will primarily be associated with supporting the effective and efficient operation and management of the site.

Depending on the requirements of the project, the Facilities Coordinator may work independently or as part of an integrated service delivery team. The Facilities Coordinator will be responsible for the the successful delivery of the assigned tasks, functions, duties, and responsibilities.

The Facilities Coordinator will work with related stakeholders, including Customer group representatives and associated communities of service-consumers, other Facilities and Operation’s Managers and staff, the C&W leadership team, and associated supporting teams and collaborators (including advisers, vendors, and other subject matter experts).Attention to detail, high-quality outcomes and consistently on-time/on-target results will be key performance measures and expected deliverables for this role.

As the role of the Facilities Coordinator is part of the client-facing team, relevant attributes and experience including stakeholder communications (written and oral), relationship management, customer service, and presentation will be essential.

Responsibilities

• Within the scope of the assigned remit, assist the FM team to take all practical actions to keep the assigned portfolio compliant with all relevant laws, regulations, and applicable policies and guidelines.
• Within the scope of the assigned remit, assist the FM team to take all practical actions to keep the assigned portfolio safe, healthy and in a well-maintained and serviceable condition in keeping with the specific performance requirements and expectations of the project.
• Assist the FM team to respond promptly, effectively, and competently, taking such action/s as needed or necessary (within the assigned limits of delegated authority), to all identified risks, hazards, risk-events, impairments, incidents, and emergencies as may, from time-to-time, befall or impact the assigned portfolio.
• Assist with the delivery and fulfilment of the assigned Site Facilities Management and Operations Plan (or equivalent) - including inspection, maintenance (responsive and planned) and upkeep against agreed standards of the assigned site/s (including related assets, buildings, equipment, and features).
• Assist with the management of the downstream supply-chain for all in-scope included services and supplies (including initiation, contracting and maintenance of Supplier relationships and all aspects of Supplier administration and management).
• Assist with the preparation, and presentation of facilities and site-related management reporting including site status, performance, incident, cost, budget, service delivery and management reports (for both internal, C&W and external, Client facing purposes)
• Assist with the preparation of budget estimation, tracking, and reporting of actuals and budgets (whether OPEX and/or CAPEX related).
• Assist to prepare work-orders, purchase-requests, purchase-orders and the like, support goods/service receipt and vendor payments process as needed.
• Assist, as directed, with all in-scope aspects of facilities administration and related documentation control including preparation, upkeep, storage, and retrieval of all facilities related documentation (manuals, plans, drawings, reports, guidelines, procedures, directions and the like).
• Assist the FM team to maintain a high-level of Customer Engagement (including meeting the assigned targets for Customer Satisfaction) with all levels of the customer stakeholder group.
• From time-to-time, carry out other tasks, duties and responsibilities as may be needed, assigned, or instructed, within the reasonable requirements and needs of the business.

INCO: “Cushman & Wakefield”