Facilities Coordinator

Company Name:
Cushman & Wakefield Inc.
Company Overview Cushman & Wakefield is the world's largest privately-held commercial real estate services firm. Founded in 1917, it has 253 offices in 60 countries and nearly 15,000 employees. It offers a complete range of services for all property types, including leasing, sales and acquisitions, equity, debt and structured finance, corporate finance and investment banking, corporate services, property management, facilities management, project management, consulting and appraisal.
Cushman & Wakefield is an equal opportunity / affirmative action employer, and as such, we hire the most talented professionals and invest in superior resources and technologies. The talent of our extraordinary people and the culture and business approach we foster, coupled with the exceptional, creative services we provide and the results we deliver worldwide for owners, occupiers, and investors are what distinguishes Cushman & Wakefield.
Job Title: Facilities Coordinator
Goal: The Facilities Coordinator is responsible for the administration and daily operations of the facility, including, but not limited to, reception duties, shipping and receiving, coordination and administration of Adobe customer service requests. Overall goal of maintaining a neat, clean, safe, healthy and comfortable work environment for Adobe's employees.
Be familiar with Cushman & Wakefield policies and procedures and Adobe policies and procedures as they relate to your position and job description
Establish an outline and timetable for completion of routine duties carried out daily
Actively search for areas for improvement and make recommendations where appropriate
Sit in the reception lobby; answer the reception phone in a courteous, professional manner and assist callers as required, or transfer or refer them to a more appropriate person where necessary
Be the back up to stock break rooms daily and place weekly vending orders
Oversee and supervise a range of vendors to provide: janitorial services; interior plant service; office supplies; break room amenities; office equipment, furniture and lighting
Throughout the day, straighten and organize conference and training rooms
Review e-mails and responds, as appropriate, or forward to a more appropriate person for completion where necessary
Assist and provide back up when needed in the collection and review of invoices or reimbursement, match them up with their corresponding purchase orders
Receive, sort and distribute the mail and packages each day; keep tracking number report
Arrange office supplies such as stationery, letterheads and envelops, ad hoc supplies and maintain stationery cupboard on a regular basis
Assist vendors with building entry as required
Perform monthly site inspections; reporting any issues to Facilities Manager and inputting into work orders for any repairs that need to be made; following up until work is complete
Assist with sustainability initiatives; such as, recycling program and e-waste arrangement
Review requests for purchase orders and assign purchase order numbers in Yardi. Ensure that all purchases are in full compliance with Cushman & Wakefield policies and procedures
Be familiar with the filing system, including: general files, vendor files, invoice files, bid files, personnel files, forms files, owner approval file, insurance certificates
Ensure that all vendors have current and correct certificates of insurance, as well as Vendor Set-up Packages, signed and on file, renewed annually
Finalize, copy, and submit the payroll time sheets every two weeks on a timely basis
Act as a local point of contact for Adobe Corporate Security; report all significant security and safety incidents; liaise with Corporate Security Manager regarding all security issues
Maintain constant and positive communications with all Adobe employees, Cushman & Wakefield employees, and vendors
Excellent written and verbal communication skills.
Good to excellent working knowledge of Microsoft Word, Excel, PowerPoint; familiarity with Adobe Acrobat
High school diploma required, 2 years of college coursework relating to Facilities preferred
Three year to five years experience in large building management and in a project management support role (e.g. dashboard management, vendor coordination, and project ground support)
Ability to work effectively in a high-pressure environment; Must be able to work cross-functionally (e.g. Marketing, HR, and IT)
Goal oriented team player with excellent organization skills; Ability to multi-task; must have strong time management skills.
Enthusiastic self starter who is actively looking to learn and grow.
Excellent written and verbal communication skills; Good leadership and social-interpersonal skills.
Cushman & Wakefield is an Equal Opportunity/Affirmative Action employer. _All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status._
Primary Location: USA-Massachusetts-Newton
Job: Facilities Management
Organization: CIS - Occupier Services
Work Basis: Full-time
Employee Status: Regular/Permanent
Travel: No
Job Posting: Aug 20, 2014
Req ID: 1402035

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