Facilities Financial Coordinator

Job Title

Facilities Financial Coordinator

Job Description Summary

Under the supervision of the Facilities Manager Director, the Facilities Financial Coordinator provides leadership of essential functions supporting the facilities organization at a specific location, set of properties, or campus environment. The Facilities Financial Coordinator is charged with the day-to-day implementation of policies, procedures, programs, and workplace services delivery that provides a well-managed and well-maintained property and buildings. An emphasis of this role is placed on a positive response to the concerns and needs of the occupants, environmental health and safety, and quality programs, in coordination with the client's goals and objectives. This position coordinates the activities, financials, vendors and manpower required for current and future needs of the building and operations.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Ensure the day-to-day operations of the facility(ies) or campus, including general administrative, accounting, purchasing, reporting, site services, event coordination functions, furniture projects and general maintenance. These responsibilities are implemented and carried out in a manner consistent with C&W policies and client directives.
• Financial management and accounting duties including PO creations for vendors, invoices processed in a timely manner, and monitor related year-end invoice processing. Prepare, review, and give initial approval with financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(ies) or campus. Coordinate the preparation and publication of the annual budget, quarterly reforecast, and business plans.
• Lead and manage rent and space allocation on campus. Track changes of space with occupants, furniture re-configurations, notate floor plans and manage architect for final floor plans.
• Lead and manage campus small move request, ancillary furniture orders or facilities request.
• Assist in the development of budgets for the property, maintain tracking and updates, and draft presentations. This includes contributions towards a five-year plan of maintenance, facility improvement, and cost reduction initiatives.
• Procurement and strategic sourcing duties including enforcing required processes, RFP and scope drafts, bidding and job walks, summary reviews, contract drafts, and aiding the Facilities Team contracts. Manage all contracts to ensure they are reviewed on a regular basis and are bid out as required; verify that invoices match contract pricing.
• Supervise maintenance programs relating to the interior and exterior conditions and appearance of the properties and purchase order system. [FAMIS360 and Coupa]
• Maintain a list of BU contacts and relationships as the front office person of Facilities. Communicate and support BUs on campus to create a healthy partnership and best practice for Facilities. Create, draft and distribute policies and announcements supporting the FM Team and post in client portal or coordinate distribution on bulletin boards.
• Lead and support collaboration for event planning and special projects. Assist BUs with creative ideas, govern landlord and safety limitations and help coordinate events.
• Sustainability related responsibilities include working with clientâ™s sustainability vendor providing updates on all projects as well as ownership status changes, and the like. Provide support and deliverables as a stakeholder in the planning and hosting of clientâ™s sustainability fair.
• Respond positively and promptly to requests from building tenants and occupants. Oversee the implementation of ongoing contract programs to constantly assess tenant and occupant needs and to ensure problems are being solved promptly to the mutual benefit of the tenant, client, and the properties in accordance with contract scope and Service Level Agreements (SLAâ™s)
• Ensure that all site-specific documentation and reports are completed accurately and on time.
• Collect, analyze and report statistical data as may be required to provide accurate and current assessment of facility management objectives.
• Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all claims, as required.
• Back up Facilities Coordinator/Manager role and responsibilities as needed while out of the office.

KEY COMPETENCIES

1. Communication Proficiency (oral and written)

2. Financial Management

3. Problem Solving/Analysis

4. Leadership

5. Teamwork Orientation

6. Relationship Management

IMPORTANT EDUCATION

⢠Bachelorâ™s degree in either Business Administration, Facilities Management, Corporate Real Estate, Project Management preferred or equal experience

IMPORTANT EXPERIENCE

⢠A minimum of 3-5 years of commercial class A management, campus environment, and/or property portfolio management experience preferred

⢠Strong discipline of financial management including financial tracking, budgeting and forecasting

⢠Experience in property operations and building management

⢠Experience with project management and furniture desired

⢠Experience in the development and implementation of programs to drive out cost inefficiencies preferred

⢠CMMS/Work Order Management experience preferred

ADDITIONAL ELIGIBILITY QUALIFICATIONS

⢠Certified Facility Manager (CFM), International Facilities Management Association (IFMA), Building Owners and Managers Association (BOMA) industry certifications recommended

⢠Proficient in understanding management agreements and contract language

⢠Excellent computer and systems knowledge: Strong literacy in Microsoft Office Suite (MS Word, Excel and PowerPoint)

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. May be required to travel outside between properties in varying weather conditions.

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 50-75% 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 also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements. The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidateâ™s experience and qualifications. The company will not pay less than minimum wage for this role. The compensation for the position is: $34.00 - $34.00 Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmativeâ‹ 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 . Please refer to the job title and job location when you contact us.

INCO: âœCushman & Wakefieldâ