Facilities Coordinator

**Job Title**

Facilities Coordinator
**Job Description Summary**

The purpose of this role is to manage a portfolio of client facilities, consult with client stakeholders on items for resolution and prompt action of those items using an established contractor network.

**Key Responsibilities**:

- Reporting to the Account Manager or Facilities Manager, the Facilities Coordinator is responsible for an assigned portfolio of client properties
- Support and assist the Facilities Manager as required to complete all duties
- The properties under management can range up to 250 sites depending on type and size
- Comprehensive annual property inspections including NABERs Assessments
- Initial and critical point of contact for all reactive maintenance works, 24/7.
- Manage and communicate critical incidents and recovery plans to stakeholders.
- Maintain a high quality facility through diligent reviews of all maintenance activities including audits and attending vendor performance meetings for both reactive and programmed works if required.
- Attend regular team, partner and stakeholder meetings with ‘Service Excellence’ always in mind.
- Interface between the Landlord with the client business operationally, including attending LL meetings and reporting as required
- Monitor and assess completed sub-contractor works to ensure they are delivered as per the agreed SLA and meet compliance at all times
- Establish, maintain and manage the asset lifecycle plan for all plant and equipment as per the Lease Agreement obligations, and ensure the Asset Register remains up to date
- Induction of contractors and assurance of all compliance, legislative requirements are met and maintained
- Continual focus on innovation, constantly strive to improve what and how we do things
- Undertake a ground up budget build-up of the sites on an annual basis, including periodic reforecasts which will include the planning for investment and all maintenance that is required - both reactive and planned
- Closely monitor all system transactions and supporting documentation to preserve integrity of data and reports and meet associated KPIs.
- Assist with internal and external audits as required, including random spot-checks of transactions and supporting documentation to test data integrity, appropriate authorisation and adherence to all processes and guidelines.
- Use technology as a tool to improve performance and process.
- Ensure process documentation is kept up-to-date and the database and filing systems are appropriately maintained.
- Invoice approvals including reconciliation of reactive maintenance invoices and invoice exceptions if required
- Financial Management: Support Facilities Manager for Reactive & Planned maintenance spend/financial administration and reporting/P&L statement reporting.
- Relief and support of peers as required.
- Represent the business in negotiations, at conferences, conventions and seminars and official occasions, ensuring the presentation of a positive and professional image of the business.
- Comply with all work, health, safety and environmental policies and procedures
- Operate in a manner that will minimise any adverse environmental impacts associated with their activities.
- Prepare and submit detailed and accurate business cases for approval where required
- Build & maintain healthy working relationships with a Cushman and Wakefield internal shared services team and the property services centre team which are key for you to successfully deliver facilities management services.
- Behave in such a way that encourages and supports a “one team” culture.
- Effective management of Work Orders within 30 days
- Any other duties as reasonably required to complete role

**Background and Experience**:

- Career aspirations within Facilities Management
- Experience & knowledge across a broad range of property activities essential.
- Strong client focus and customer service mindset essential.
- Demonstrated ability to act upon client instructions and achieve results
- Able to work independently and as part of both a local and international team.
- Proven ability to consistently meet or exceed KPI targets.

**Qualifications**:

- Australian Citizenship required
- Currently hold or must be willing to obtain security clearance

Occupation specific capabilities:

- Technical or onsite management background (optional)
- Attention to Detail
- Planning & Organisation
- Time Management
- Financial Acumen
- Communicate Effectively
- Business Writing
- Manages Risk & Compliance
- Systems & Data Management

**Organisational Core capabilities**:

- Best Thinking: Strategic Thinker, Thought Leader, Commercial Awareness
- Best Results: Delivers Extraordinary Results, Leads through Change, Inspirational Leadership
- Best People: Customer Service Excellence, Grows Self & Others, Collaborates with Others

**Why join Cushman & Wakefield?**

As one of the leading global real estate services firms transforming the way people work, shop an