Facilities Coordinator

About the Role:
As a CBRE Facilities Sr. Coordinator, you will coordinate clients, vendors, and contractors to make sure complex work orders are complete.

This job is a part of the Facilities Management functional area which focuses on all aspects of the operations of a set of assets, providing support to the Property Managers regarding all repairs and investment plans.

What You'll Do:

• iWorkX Managements tasks (e.g. facility services, financial management, follow up operations and maintenance, invoicing, reporting, contractors management, team supervision, coordinate new FM projects, etc.)
• Company car fleet suport (e.g. reports, invoicing check, etc.)
• Monitor and ensure compliance to all Health, Safety and Enviroment targets, objectives & procedures
• Ensured compliance to all Security targets, objectives & procedures
• Back up the other iWorkX Team's members tasks
• Comply with client Compliance, WorkX, HSE and Security procedures and standards
• Hospitality plan implementation
• Ensured compliance to all Environmental Health & Safety goals & objectives
• Coach iWX Team
• Participate in HSE Team
• Purchase Orders submission and monitor
• Collection of invoices and communication with accountants for the monthly payables.
• Communication with Accounting Department for ensuring the correct depiction of the invoices
• Communication with landlord regards to ad hoc/scheduled maintenance
• Conduct interviews for open job positions within the team
• Coordinate client relationship issues such as project proposals, budgeting, service contracts and work orders
• Manage food subsidy costs for departments cards & external HCs (cost centrers, cost approvals)
• Ensured all invoicing and payment processes are completed within specified time
• Manage contractors regards to maintenance
• Follow up and ensure contractors HSE compliance, performance and data
• Follow up permits/ measures implementation during contractors works
• Follow up client HSE Alerts communication to contractors and implementation
• Monitor Preventive maintenance schedule and collect the relevant documents
• Negotiation with contractors for ad hoc offers and/or annual agreements
• Overseeing and agreeing contracts and providers for hard and soft services
• Proceed with annual training to permanent on site contractors on emergency and Life Saving Rules
• Follow up quarterly env KPIs / Environmental reporting and - on monthly - basis water, energy, waste, etc consumption (based on client requirements)
• Support WorkX Induction process (checklists, presentation to new client employees)
• Follow up incidents/ accidents/ near miss of contractors and relevant action plans
• Fulfill all the monthly/quarterly/annual reports
• Go to ELTA and Police Department (for company cars fines receipt) if and when needed
• Involved in day-to-day operations, supporting in the implementation of short and long-term projects
• Keep records for budget issues / monthly follow up
• Keep records and check the common building expenses
• Participate in Emergency team & follow procedures
• Participate in regional update calls with suppliers (monthly updates)
• Prepare and submit any ad hoc/urgent files
• Prepare and submit the KPIs scorecard
• Manage, follow up and send to the accounting department asset codes (when needed)
• Submit all the relative documents and reports regards to financials
• Supervise staff facilities and external contractors
• Update and follow up client Apps (e.g. Proxyclick, Parking Tool)
• Operate as back up to other iWorkX Teams' members in cases of annual leaves/ absences

What You'll Need:

• High School Diploma or GED with 2-3 years of job-related experience.
• An established understanding of work routines and standards and applying skills and knowledge in a range of processes, procedures, and systems are required.
• Requires intermediate problem-solving skills with the capacity to review and select solutions from available options without supervisory approval.
• Ability to explain detailed and complicated information within the team clearly and concisely.
• Advanced knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc.
• Strong organizational skills with a robust inquisitive mindset.
• General math skills. Ability to calculate advanced figures such as percentages, discounts, and markups. or complicated information within the team.