Facilities Coordinator

Job Description

The Facilities Coordinator is responsible for the day to day delivery of the Facilities function within the site operations division. The Facilities Coordinator will work closely with the Cushman Wakefield Site Operations Leads and CXA s at each site and the other Facilities Management Team members in region and globally to ensure they are providing a safe environment for employees, contractors and visitors and are meeting our day to day deliverables. This role will follow the approved processes and playbooks to deliver a safe environment for all employees, contractors and visitors. This role will be responsible for delivering the onsite Facilities Management services under the contract and will collaborate with internal stakeholders to ensure all related financial, compliance, regulatory requirements and KPI s are met or exceeded. This role will be geographically based on site with the client and the direct manager may be located at a different site. There may be opportunities to travel to other locations within region to support the day to day Facilities team during times of high workload or similar however this is not a requirement of this role. Facilities Management Risk Compliance Escalate all risks and issues to the direct manager Responds to reactive maintenance and service requests in a timely manner Ensure all contractors on site are fully inducted with all risk assessments and BHP, Cushman Wakefield and Building Management compliance requirements in place prior to commencement of work onsite. Check and review site contractor s work to ensure compliance with contract or purchase order and confirm completion of work to the agreed service standard Follow all processes and playbooks with regards to all the services delivered by this role Conduct property inspections and audits involving the review of property operations to ensure cost effectiveness is maximized. Review and update compliance databases to ensure statutory and regulatory compliance and conduct Contractor audits to SLA and Risk Management standards. Site Operations: Where the Site Operations Lead is located at another site, ensure the site operations scope of work is being delivered as per the contract and agreed service delivery standards. Escalate any issues to the direct manager and the Site Operations Lead for resolution Work with the Site Operations Lead to provide auditing and observations to support the remote team to develop client solutions. Financial Management In conjunction with the Site Operations Leads and other Facilities team members, develop the budget and cost to budget forecast for your site to deliver agreed financial performance and glide path savings targets. Manage the Facilities supply chain on site vendors to budget and performance Provide advice regarding cost and benchmarking, in particular of FM assets and services. Client Relationship Service Delivery Ensure stakeholders are fully informed and consulted with a customer first mindset Ensure that a world class customer service experience is delivered regardless of interaction type e.g. Face to face or virtual/remote resource depending on client requirement. Engineering and Asset Management Ensure the delivery of scheduled routine tasks and preventative maintenance activities Support the Asset Lifecycle plan annually or as required Uncontrolled copy once printed or downloaded. Provide input into the Asset Lifecycle Management plan regarding scheduled routine tasks and preventative maintenance activities to ensure equipment and routine services at your site are delivered in line with compliance obligations and client site requirement. Supply Chain Vendor Management Follow all procure to pay processes and protocols in line with global standards and DOA Ensure compliance with all statutory and regulatory requirements, including pre start risk assessments Monitor and manage the service delivery of vendors on your site Provide feedback via appropriate channels / mechanisms on vendor performance and value for money. Support the procurement activity to deliver efficient and cost-effective service partners. Day to day operational management and coordination of vendor partner base to deliver maintenance works within site / client guidelines including the scheduling of site works for critical / remote sites Environmental Sustainability Provides input and seeks support from the sustainability team to deliver opportunities to implement sustainable practices and build case studies. Other Proactively review workplace systems / processes to innovate and continuously improve safety and workplace experience onsite Performs other duties as requested by your direct manager or the Site Operations Lead responsible the site Provides relief services during leave and overload periods Helps to develop and maintain operational standards / playbooks / operating manuals for the services under their responsibility, namely Facilities Management. . Background and Experience Preferred relevant experience in Facilities Management operations in corporate office environments where the client is an occupier Preferred some experience in regulatory compliance, Australian and international standards Preferred some experience in similar sized portfolios, complex corporate hierarchies and preferably as an outsourced service provider Competent communication and interpersonal skills A client focus and customer experience mindset essential Preferred some experience in stakeholder/contractor management Qualifications Technical Skills A degree or diploma in a related area such as Facilities Manager, CRE or property management or equivalent experience is preferred, but not essential Competent interpersonal, and analytical skills Competent written and oral communications skills Competent computer and systems knowledge.