Facilities Coordinator

Job Title

Facilities Coordinator

Job Description Summary

The Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supports the facility management team with on-going facility and team related responsibilities.

Job Description

SENIOR COORDINATOR

Job Summary

The Sr. Coordinator is responsible for the implementation and management of all finance related aspects of the FM operations accounting cycle, in accordance with the governance that is established by the finance department, and serves as the liaison between FM operations and finance teams, to ensure the consistent and accurate accounting of all expenditures that drive the accrual and forecasting process. Additionally, the position provides support and assistance to the facility management team, to ensure accurate end of period reporting.

Duties and Responsibilities :

Review, monitor, and analyze expenditures, daily, utilizing the “Spend Tracker” tool

Drive the month end accrual and forecasting process

Assist with variance analysis and reporting, actual vs. forecast

Generate financial reports, to support the accrual process

Create purchase orders (PO), as requested, in accordance to established process and policy, including the attachment of Scope Documentation and purchase order Terms & Conditions

Monitor the “Account Payables Exceptions Folder, daily, and work with the appropriate stakeholders to resolve all invoice discrepancies

Manage the entire Purchase Order process, including the review of the “Open PO Report”, to ensure the timely receipt and submission of vendor invoices

As a general rule, ensure open POs are closed, with ninety (90) days

Assist with the budget development process

Develop a weekly cadence, through collaborative discussions, meetings and other forms of communication, to ensure alignment in messaging and reporting

Ensure the receipt of all required documentation, prior to recording accruals

Address client inquiries and concerns, ensuring timely and effective problem resolution

Maintain on-going communication with all stakeholders

Requirements :

Communication Proficiency (oral and written)

Customer Focus

Initiative

Sense of Urgency

Multi-Tasking

Detail Oriented

Financial Knowledge

Time Management Skills

Team Orientation

Scheduled Meetings :

Operations Open PO Meeting ( Weekly ) – The purpose of this meeting is for the FM and the Sr. Coordinator to discuss PO status, to discuss the plan of action for obtaining statements and invoices for open POs, and to decide when POs are to be closed.

Purchase Order Status Meeting ( Monthly ) – The purpose of this meeting is for the Sr. Coordinator to provide PO status and action plans to management. The participants are : Account Director, Regional FMs, Finance, and Sr. Coordinators.

Accrual Meeting ( Monthly ) – The purpose of this meeting is for the Sr. Coordinator to share with the FMs its initial list of expenses to be accrued. After alignment is achieved and supporting documentation identified, the draft accrual list is provided to Finance, to develop the final accrual template.

Forecast Meeting ( Monthly ) – The purpose of this meeting is for the Sr. Coordinator and FM to discuss and document the anticipated expenditures for future accounting periods, planned and unplanned.

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for up to 90% of the time; and extend hands and arms in any direction.

AAP / EEO STATEMENT

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Note : This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.

Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. 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, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com . Please refer to the job title and job location when you contact us.

INCO : “Cushman & Wakefield”