Operation Coordinator

Job Title
Operation Coordinator

Job Description Summary

• Job Description Summary
The operations coordinator provides assistance to ensure timely completion of preventative maintenance tasks, managing asset inventory and adherence to the O&M standards. The position requires meticulous compliance documentation, auditing, and preparation for annual and monthly reviews.

• Key responsibilities include submitting and tracking Requests for Change (RFCs), helping to maintain Standard Operating Procedures (SOPs), compiling, and maintaining audit documentation and proactively mitigating compliance risks.

• Position will be responsible for managing client driven audit responses and implementing internal audits with actions, closures, and reporting.

• Position will collect, analyze, and summarize data to identify deficiencies and non-compliance with the clients O&M standards and policies.

• Position will enforce and support Compliance policy standards while providing quality service delivery.

• Position will assist facilities management leadership in monitoring and maintaining critical operations programs based on a suite of policies, projects and initiatives defined in the service provider's scope of services to the client.

• Position requires an understanding of the design principles, efficient operating principles, maintenance requirements and equipment lifecycle expectations within a commercial facility.
Job Description

• Principal Responsibilities

1. Real Estate Management System Oversight

• Work Ticket Management: Assist with printing, batching and closing work tickets across assigned locations. Monitor and track completion of tickets, ensuring timely closure of Preventive Maintenance (PM) activities within Estimated Completion Dates

• System Monitoring & Maintenance: Help oversee daily operations within the Real Estate Management system, ensuring that preventive maintenance tasks are being completed on time and troubleshooting any delays.

• Asset Management:

o Support scheduling and asset listing within the Real Estate Management system, applying deferrals and cancellations in accordance with established guidelines.

o Help support the accurate placement of old assets in historical records and ensure new assets are entered into the system in REALM.

2. Compliance Documentation and Auditing

• Document Compilation: Compile and upload compliance documents, including Method of Procedures (MOPs), Request for Change (RFC) forms, vendor documentation, and work orders, in accordance with client and regulatory standards.

• Auditing:

o Conduct a monthly review of non-PM documents, such as critical alarm lists, Building Management System (BMS) logs, and Preventive Maintenance reports, to ensure compliance with internal and external standards.

o Ensure that monthly compliance requirements are met as per client expectations, including tracking and ensuring timely completion of items in the compliance grid.

• Process Improvements: Continuously identify and implement improvements to streamline compliance documentation processes and ensure compliance readiness.

4. Audit Preparation and Management

• Audit Support: Retrieve, organize, and upload necessary compliance documents in preparation for audits. Work closely with various teams (e.g., operations, facilities, legal, vendors) to gather required documentation.

• Document Management: Ensure that all relevant documentation is accurately stored, consistently updated, and readily accessible to support audit processes.

• Compliance Monitoring: Actively monitor and track audit schedules and requirements, ensuring that teams are meeting deadlines for document submission and compliance reviews.

5. Compliance Coordination

• Compliance Oversight: Lead and coordinate compliance-related activities within the engineering team, ensuring alignment with corporate and regulatory standards.

• Process Leadership: Provide direction in refining and enhancing engineering compliance processes across systems, equipment, and locations.

• Risk Management: Identify areas of potential risk within compliance processes, engineering systems, or operations, and work to proactively mitigate those risks.

6. Continuous Improvement and Reporting

• Process Optimization: Continuously evaluate and optimize workflows and compliance processes to increase efficiency, reduce errors, and ensure seamless operations.

• Stakeholder Communication: Liaise with internal and external stakeholders, including engineering teams centers of excellence, vendors, and clients, to ensure alignment and compliance adherence

KEY COMPETENCIES
1. Communication Proficiency (oral and written)
2. Customer Focus
3. Detail Oriented
4. Sense of Urgency
5. Multi-Tasking
6. Initiative
7. Financial Knowledge
8. Time Management Skills
9. Team Orientation

IMPORTANT EDUCATION/EXPERIENCE

• Bachelor's degree: Engineering, Management Information Systems or similar Business Management field.

• 1 - 3 years' experience in Facilities Management, Engineering or Compliance related position or any similar combination of education and experience.

• Proficiency with Microsoft Office Suite.

• Ability to consistently develop PowerPoint presentations, process maps and specification quality documentation.

• Excellent written and verbal communication, organization and interpersonal skills.

• Be able to initiate and complete projects and reports independently, accurately and often under deadline pressure.

• Ability to process, prioritize, assign and follow-up on requests.

• Ability to effectively learn and utilize the client's software programs (REALM, ServiceNow).

• Time management, multi-tasking, and organization skills with strong attention to detail.

• Self-starter and must be able to work in a fast paced, high-volume environment.

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes

• Proficient in understanding management agreements and contract language

• Working knowledge of computer software programs and base building systems

• Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint)

• Demonstrated ability to exercise good judgment

• Excellent interpersonal skills

• Ability to work a flexible schedule as needed, including but not limited to overnight travel, on all after hours and weekends

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: $16.00 - $36.53846

Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.

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- or email . Please refer to the job title and job location when you contact us.

INCO: "Cushman & Wakefield"