Facility Coordinator cum Receptionist | Cushman Wakefield Multifamily

Ericsson Resource and Competence Center,, Job Title Facility Coordinator cum Receptionist Job Description Summary Job Description The Facilities Coordinator role is responsible for managing the building and equipment maintenance schedules, physical space and experience of the people within a given asset or portfolio. This role will support the Facilities Manager in the delivery of facilities management services across multiple site portfolios. The position will be responsible for meeting the contractual requirements and statutory and regulatory obligations of the sites / portfolio on a day-to-day basis whilst supporting the Integrated Facilities Management service line for Cushman & Wakefield on behalf of the client. Facility Management: Provides Facilities Management support non-technical facilities (office, retail, industrial, residential, school) and has the practical skills and training for the relevant assets. Responsible for implementing the service provision at the facility in accordance with the scope and service levels as well as statutory and regulatory obligations to meet the compliance requirements the site(s) Participate as required in Building Committees (e.g., WHS, Emergency Planning Committee and Emergency Control Organization, etc.). Engineering and Asset Management: Ensure the implementation of scheduled routine tasks and preventative maintenance activities. Provide input into the Engineering & Asset Management team regarding scheduled routine tasks and preventative maintenance activities to ensure equipment and routine services are delivered in line with compliance obligations and client site requirements. Ensure newly installed equipment is appropriately flagged and managed under Defect Liability Periods Ensure statutory maintenance compliance categories are utilized effectively by site. Provide updates to the asset register. Reactive Maintenance Respond to reactive maintenance and service escalations from the CXC for technical or practical insight/advice/guidance. HSSE Provides input and seeks support from HSSE when reviewing and approving relevant vendor partner submitted HSSE documentation including but not limited to Pre-Start Risk Assessments, Safe Work Method Statement and Permits Provide updates to content for site specific induction and Essential Site Information. Provides input and seeks support from HSSE when issuing impairment notices to insurers and subsequent management of process. Supply Chain Provide feedback via appropriate channels / mechanisms on vendor partner performance day to day operational management and coordination of vendor partner base to deliver maintenance works within site / client guidelines including the coordination of site works for critical / remote sites. Sustainability Provides input and seeks support from the sustainability team when reviewing environmental usage reporting to identify potential cost savings or provide feedback on anomalies. Provides input and seeks support from the sustainability team to drive opportunities to implement sustainable practices and build case studies. Client Experience Responsible for â˜making sure things are rightâ™ for the site users/employees/guests and making things better for the customer e.g., visitor access, meeting room bookings, workplace comfort. Ensures 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. Proactively looks for opportunities to solve site user (employee, visitor, guest) problems ranging from occupancy and space utilization challenges to cleaning and HVAC issues. Budget and Financial Performance Provides input into annual budget preparation. Provides input into the variance commentary for maintenance spend. Reporting and Data Management Responsible for commentary to client reporting noting variances or anomalies. Review of role specific dashboard report to drive maintenance strategy and inform potential performance issues (vendor, asset etc.) Support the Facilities Manager in coordinating and consolidating critical incident reporting. Relationship Management The Role Performing of an Operational / Service Delivery role on an account or in a functional area. Roles covered include, Facilities Managers (site specialist, portfolio or regional), Workplace Managers, Portfolio Managers etc. Responsible for carrying out the plan from the leadership team and client at the operational level. Provision of effective and high-quality delivery of services to clients. Competencies â“ Relationship Management Existing Clients Ensures that Cushman & Wakefield is strongly represented and make sure that all work is of the highest quality. Flexible in approach and pivots to meet changing clientsâ™ needs. Proactively builds rapport with clients (at the respective level) and ensures to meet their needs to minimize escalations. Immediately raises key blockers with leaders to avoid unnecessary escalations to senior clients. Ability to recognize and flag a cross-selling opportunity with immediate leadership. A strong understanding of how the role fits into the overall account and actively works to deliver seamless linkages to other work areas as applicable. Potential / Target Clients Ensures the extent of all (potential) relevant relationships is shared with the relevant leaders. Seeks to set up introductions between immediate seniors and relevant contacts. Maintains relationships with past client counterparts and draw on these as required. Shares past experiences as a SME on bids as required. General Responsibilities Provide insight into all SME Functions on client portfolio nuances / specialties to facilitate opportunities to expand service delivery. Mitigation and control of Abatement risk/s Articulate and live the Cushman & Wakefield culture, model organizational values and required behavior and hold others (employees and peers) accountable for their actions by identifying and acting on behavior which is inconsistent with agreed standards. Comply with all Cushman & Wakefield systems that are in place to meet the health and safety obligations of the organization. Work safely and avoid placing yourself or anyone elseâ™s health and safety at risk by your acts or omissions. Comply with Cushman & Wakefield Environmental policies and adhere to procedures and work instructions that are relevant to your activities. Operate in a manner that will minimize any adverse environmental impacts associated with your activities. Actively participate within a community of practice group within Global Occupier Services by sharing information and strategies that result in the best outcomes for the client and Cushman & Wakefield Understand the Cushman & Wakefield brand and expertise of services delivered to ensure all opportunities to provide a full-service offer to clients is available. Regularly engage with the Cushman & Wakefield CRE team to leverage their knowledge. Comply with Cushman & Wakefield delegations’ policy. As Receptionist: Responsible for handling of incoming and outgoing calls Receive, inform, guide visitors including coordination with the companyâ™s employees. Responsible for maintaining the telephone registers including call tracking. Preparation and updating database of C&W vendor partner contacts. Responsible for maintenance and upkeep of front desk. Ensure compliance of regulation / requirements of C&W management. Help in general administrative activities. Aid Helpdesk and telephone operator as required. Participate in Emergency Evacuation procedures including crisis management and business continuity. Assist in developing the necessary policies and procedures required for all functions within the scope of Reception.  This includes Site Field Manual. To act as a back-up to Helpdesk and telephone operator in case of emergency/requirement. Coordinate with Property Management team for any activity required in the building. Responsible for mail room service, office service & pantry supply purchasing with sub â“ contractor. About You: Minimum 2 yearsâ™ experience as a Facilities Administrator or Customer Service Agent (C&W CXC) or Minimum 2 yearsâ™ experience as a Maintenance Coordinator Strong planning and organizational skills Strong verbal and written communication skills Experience in meeting client needs within agreed timelines (SLAâ™s) Experience in hospitality industry/customer service preferred. Trade qualified with minimum of 2 yearsâ™ experience.
Source: CXC