Workplace Coordinator (Part-time)

Job Title

Workplace Coordinator (Part-Time)

Job Description Summary

Position: Workplace Coordinator
Department: Facilities Management
Reports to: Regional Facilities Manager
Location: Vancouver, British Columbia


Job Summary:

The Workplace Lead is the key support resource for the Facility Manager in ensuring service excellence and enhanced experience for the users and occupants within the workplace.
The ideal candidate will have exceptional skills in customer service, strong knowledge of the local community, and the ability to support facilities management professionals in a faced-paced environment.

In addition, the purpose of this position is to support the facilities organization at a specific campus. The position is charged with the day-to-day implementation of policies, procedures and programs that will assure a well-managed, well-maintained building, placing maximum emphasis on positive response to the concerns and needs of the occupants.

Job Description

RESPONSIBILITIES

• Manage client dedicated card access system
  • Create photo badges, assign & track all access into the client space
  • Deactivate access badges as required
• Maintain consumable supplies
• Coordinate equipment maintenance and repairs
• Coordinate Building and Elevator Access via property management process
• Coordinate Parking program according to parking company process
  • Reconcile monthly billing against assigned usage
  • Provide validation tickets as needed according to client policy
• Coordinate client colleague onboarding & offboarding process with established FM processes Manage work orders & statutory compliance using FM360 system including reactive and preventive maintenance
• Vendor management for pre-scheduled and emergency work as required
• Ensure repair reports & service quotes are obtained & processed in a timely manner
• Submit property management work orders with proper follow up as needed
• Submit environmental compliance data to Regional FM as requested
• Maintain hard keys in organized and secure manner
• General Housekeeping - ensure janitorial staff are following site specific scope of work per internal or property management contract
• Copy room & supplies: maintain paper & office supplies stock, ensure machines are full, perform minor adjustments as needed, maintain organized rooms, submit requests for IT or tech support as needed.
• General Interior - ensure all office space, conference & meeting rooms are in good working order, excess or abandoned items removed, white boards are cleaned and trash/recycling is removed appropriately
• Storage areas: maintain organized facilities storage areas and closets, discarding unwanted or abandoned items, keeping like items together and neatly stacked/stored (Excluding HR files, Sales or Marketing materials storage areas)
• Assist onsite occupants in finding adequate storage to ensure the office is neat and organized at all times
• Always maintain personal workspace & files (paper & electronic) in a neat and organized manner
• Organize & maintain office supplies, snack/beverage & first aid programs & related vendors on behalf of client
• Restock open supplies from back stock as needed using FIFO
• Process incoming and outgoing mail & packages (requires packing and lifting up to 60 lbs)
• Distribute mail and packages accordingly
• Furniture Moves, Adds, Changes (depending on size of request - may require managing a vendor on behalf of client
• Room setups for internal meetings & events
• Ensure all recycling programs are in compliance according to building specifics
• Ergonomic Evaluation Program Support - equip. adjustments, installations per instruction by HR or Ergo vendor after assessments are complete
• General Services: interior holiday décor, signage & wayfinding installation, office/workstation identification as directed by client
• On Call for After Hours Projects and Emergencies
• HES Support: Perform monthly Health and Safety inspections. Support sustainability, energy cost savings, Health & Safety programs as requested
• Participate in Fire Drills / Support building related Emergency Response Program & Safety Programs
• Provide monthly activity report to regional manager
• Provide out of scope and project support as needed
• ensure all above tasking is managed as required
• Minor maintenance & repairs as needed: minor wall patch/paint, furniture & fixture adjustments, minor electrical (light bulbs, appliance inspection, etc), minor door hardware adjustments, lock repair
• Comply with C&W Uniform Dress Code while working and maintain a neat and clean appearance while on the property at times other than working hours

Qualities and Personal Attributes:

SKILLS

Proven experience in developing relationships with clients and suppliers

Good commercial real-estate awareness

Strong people and supplier management skill

Excellent communication and presentation skills (Written and verbal)

Excellent influencing skills (at various levels within the organization)

EXPERIENCE

1 years' experience in managing FM services in a corporate office environment.

Working knowledge of operation, installation and maintenance of building systems with general technical understanding and knowledge of HVAC, electrical, plumbing, fire/life safety, and control systems.

Working knowledge of all aspects of building systems and operations, contractual maintenance, construction and related services, and local laws and building codes pertaining to building operations and safety.

Good communication and organizational skills, ability to analyze and solve problems, capable of functioning well under stress and during emergencies, strong interpersonal and negotiation skills.

Demonstrated ability to work independently and in a team for collaboration and cross training

PC literacy - knowledge of spreadsheet, database, scheduling programs.

Experience with project management, preventative maintenance, inventory control, supplier systems, environmental/sustainability software and programs is a plus.

ADDITIONAL ELIGIBILITY QUALIFICATIONS

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

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. Regularly 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.
• Must have ability to frequently lift a minimum of 50 lbs. of equipment (pumps, tools, ladders) and safely install rigging/lifting devices
• Regularly required to install/move equipment
• Involves movement between departments, floors, and properties to facilitate work

The compensation for the position is: $21,802.50 - $25,650.00

Cushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to canadarecruitment@cushwake.com. Please refer to the job title and job location when you contact us.

Cushman & Wakefield s'engage à respecter l'équité en matière d'emploi. Notre objectif est d'offrir un milieu de travail diversifié, inclusif et exempt d'obstacles. Si vous êtes une personne handicapée et que vous avez besoin de recevoir l'offre d'emploi dans un autre format ou d'accéder à toute autre mesure d'adaptation au cours du processus d'embauche, veuillez soumettre votre demande par courriel à canadarecruitment@cushwake.com. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous.