Facility Coordinator/Event Specialist at Cushman & Wakefield in San Diego, California

Job Description:

Job Title
Facility Coordinator/Event Specialist



Job Description Summary

The primary responsibility of this position is to manage all duties and tasks related to special building events and conference room usage. This full-time role involves the setup and breakdown of building equipment and other items required for events. The work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.

In addition to primary event duties, the Facilities Coordinator supports the facility management team to ensure successful service delivery for client facility needs, assisting with ongoing facility and team-related responsibilities.
Job Description


ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Event Coordination: Coordinate the work of building staff and contract personnel for facility events and meetings, including scheduling, organization, preparation, setup, function, breakdown, and cleanup. Liaise with clients, tenants, vendors, and management.

• Problem Resolution: Assist management in resolving problems or complaints from tenants, clients, vendors, or the public following established policies and procedures.


• Event Documentation: Input, retrieve, and update event setup information and produce event or meeting reports as requested by tenants or management.


• Event Requirements Coordination: Work with tenants and clients on event and meeting requirements, including table arrangements and support personnel and equipment needs.


• AV and IT Coordination: Coordinate with building IT personnel to arrange AV and IT needs for tenants and clients. Assist with setup and troubleshooting as needed.


• Setup Compliance: Ensure the setup of chairs, tables, stages, or other equipment meets client requirements and complies with applicable safety, fire, health, and building codes.


• Adjustments and Maintenance: Make or arrange last-minute adjustments in room or equipment setup at client requests. Maintain inventory of all meeting and event furniture and equipment, making repairs as needed and engaging vendors when necessary.


• General Facility Management: Provide overall facility management services, including continuous monitoring of the office/facility. Address client inquiries and concerns to ensure timely and quality issue resolution and service delivery.


• Communication and Follow-Up: Follow up with clients to ensure customer satisfaction. Respond to all facility inquiries and complaints, assess problems, and take necessary corrective actions.


• Operational Knowledge: Remain knowledgeable about all operational aspects of building systems. Coordinate with outside contractors for equipment service and repairs. Follow protocols for effective building-specific maintenance and safety procedures.


• Vendor Coordination: Maintain ongoing communication with contractors, clients, and the team. Assist with site inspection within the assigned building portfolio. Create and manage work orders, including assigning tasks to engineering staff, subcontractors, and vendors. Report on the status of open work orders and verify final invoice pricing for timely processing.


• Performance Monitoring: Assist in monitoring and assessing vendor performance. Train vendors on work order and billing procedures. Manage complex work orders such as environmental issues and disaster recovery. Schedule and document maintenance and repairs on building equipment.


• Communication: Communicate frequently with clients, landlords, and vendors to resolve issues and provide project status updates. Provide process and procedures training and direction to new associates. Coordinate special events in support of clients. Assist with measuring and reporting key performance indicators against service level agreements.


• Helpdesk Services: Provide facilities helpdesk services on behalf of clients, monitoring internal and external workflow for all facilities cases to ensure consistent quality of service and work product.



Key Competencies



1. Communication Proficiency (oral and written)


2. Customer Focus


3. Initiative


4. Sense of Urgency


5. Multi-Tasking


6. Detail-Oriented


7. Financial Knowledge


8. Time Management Skills


9. Team Orientation


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.


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 candidate's experience and qualifications.


The company will not pay less than minimum wage for this role.


The compensation for the position is: $36.00 - $36.00


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.


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