Facilities Coordinator (Remote Working)

Facilities Coordinator (FC)

Reporting to the Executive Vice President, Operations - Americas.

The Facilities Coordinator role will support facility maintenance functions for all centers in the North American portfolio, which consists of over 1000 locations and rapidly growing. This person will work closely with the Director of Facilities North America to ensure that IWGPLC maintains its superior brand standard throughout all its NA locations, which includes oversight of selected third party service providers, coordination of scheduled inspections, and approval of all facility related events. This person must be able to manage multiple projects at any given time and be able to provide analytical and operational feedback on a daily basis. The Facilities Coordinator is required to develop strict cost control mechanisms to ensure that IWGPLC maximizes its facility expenditures without sacrificing brand standard.

Required Work Elements :

• Strong communication and follow-up skills are required.
• Requires a strong background in managing multiple small facility related projects on a daily basis along with knowledge of the commercial real estate industry; specifically, as it relates to multi-tenant office space.
• Coordinates and monitors the receiving and dispatching of maintenance service requests to center staff, vendors and other service providers for our North American portfolio.
• Coordinates and monitors directly with third party service providers to ensure all maintenance service requests opened by center staff are resolved in a timely and efficient manner. Will work closely with third party provider to approve and authorize all center related facility events/costs on a daily basis.
• Ability to manage and oversee IWGPLC ticketing platform on a daily basis.
• Provides direction/information to vendors, center staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption, as needed.
• Ability to review and understand office lease language; specifically, as it relates to Landlord and Tenant responsibilities
• Coordinate the implementation of new third-party vendor relationship and ensure compliance with all internal processes.
• Must be capable of having intelligent conversations with Landlords and Property Management with regards to lease related disputes and offer solutions for resolving a particular issue.
• Work diligently with property management to ensure we are in compliance with all building regulations as it pertains to service work.
• Collaborate with various internal departments to strengthen and leverage processes to support the center staff and maintain brand standard.
• Provides recommendations on, and perform professional or technical work, in cost estimating, cost analysis, budgeting, scheduling performance measurement and/or cost research through
• Assists with related special projects including the ability to create and manage daily, weekly and monthly reporting which may include maintaining asset inventories and maintenance schedules
• Assists with timely review and processing of invoices for payment
• Demonstrate leadership, responsiveness and creativity in finding solutions for service delivery.
• Can relate well to people and can negotiate skillfully in tough situations with both internal and external groups by winning concessions without damaging relationships.
• A strong team player who is willing to dig in and finalize all estimates timely.
• Is an attentive and active listener exuding patience to all around them.
• Is dedicated to meeting the expectations and requirements of internal and external customers.
• Willing to stand up and be counted; doesn't shirk personal responsibility and can be counted on when times get tough.
• Problem Solver

Key Position Requirements

• A bachelor's degree with preferred studies in business management, real estate or construction management
• 3 - 5 years relevant experience. Property management, construction management, or facilities related experience is preferred
• Capacity to juggle multiple small projects on a daily basis
• Knowledge of multi-tenant base building systems including, but not limited to, HVAC, plumbing, electrical, security systems, and general maintenance issues associated with Class A office space is a plus.
• Ability to think analytically and "outside the box" for ways to improve processes and cost saving initiatives
• Ability to analyze data and act on findings
• Ability to effectively establish working relationships with both internal and external groups
• Ability to read and interpret office leases, specifically as it pertains to Tenant maintenance obligations.
• Ability to speak proficiently and professionally both over the phone and in person.
• Experience with online maintenance ticketing systems and database entry is a plus
• Ability to manage priorities and workflow
• Ability to process work at a fast pace
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Advanced knowledge of PeopleSoft and MS Office, including Excel and PowerPoint

Salary is negotiable based on experience: $55,000/annually.