Facilities Coordinator
Job ID
119261
Posted
26-May-2023
Service line
GWS Segment
Role type
Full-time
Areas of Interest
Administrative, Building Management, Communications/Public Relations, Customer Service, Facilities Management, Health and Safety/Environment, Property Management
Location(s)
Budapest - Budapest - Hungary

Main responsibilities:

  • FM operation for client’s location,
  • Comply with the company’s routines and procedures as described in the below work description and as will be directed to him/her by his/her managers,
  • Comply with the Company’s client procedures as will be directed by the client,
  • Immediately inform his/her manager of any fault or potential fault in his/her performance,
  • Immediately inform his/her superiors of any issue that might prevent him/her from meeting the expectations and/or complying with the company procedures.


First contact for FM emergencies:

  • React immediately at the need,
  • Activate Client departments,
  • Activate support (vendor, CBRE, landlord, etc.),
  • Manage events on-site.


Monitor vendors’ performance:

  • Define Service Level Agreement (SLA) to match the office’s needs,
  • Monitor performances against SLA – the quality of service, and respect of scheduled, initiatives,
  • Monitor costs against the market average and SLA,
  • Define contract terms, and renegotiating with vendors.


Managing the FM supply flow for the office:

  • Ordering FM related supplies,
  • Accepting delivery and checking quality, quantity and price,
  • Approving supplier invoice,
  • Conducting inquiries regarding mismatches.


Cleaning:

  • Responsible for the cleanliness of the office,
  • Liaise with a cleaning company,
  • Manage ongoing inventory of cleaning and hygiene material on site.


FM control and management:

  • Define the scope of work,
  • Monitor performance,
  • Assure training according to client and CBRE procedures, assure team follows client and CBRE procedures,
  • HR issues and needs when required,
  • Assure adequate replacement when needed,
  • Master the reception work and maintain the reception area to ensure an impressive and professional appearance,
  • Accept, transfer and register all incoming calls, and register incoming mail,
  • Accept and register incoming deliveries,
  • Hospitality – provide support service to guests, booking rooms for meetings.


Maintenance – air conditioning, electrical systems, UPS, Fire, Detection, Fabrics (walls, windows, doors…), furniture

  • Proactive maintenance – carrying out the CBRE preventative maintenance annual plan for the site, local contact for liaising with the technical team, participating in the think-tank for improving FM routines,
  • Reactive maintenance – react immediately at need, activate support (vendors, landlord, CBRE, etc), continuously seek to Improve prevention, arrange for repair of all equipment, control maintenance for air conditioning printers and copy machines, fax. Etc., manage the logbook for the handyman.


Fleet Coordinator

  • Administrate and coordinate company cars,
  • Provide support with configuration of a new car,
  • Prepare all required documents for car order,
  • Prepare “Agreement regarding the provision of a company vehicle”,
  • Check and order long-term rental cars, in case no appropriate car is available,
  • Coordinate company car handovers,
  • Handle daily questions, i.e. problems with fuel cards, accidents, approval of service and reparations, change of tires (summer and winter tires) as well as general questions with regard to car policy and car matrix,
  • Collaborate with Regional Fleet Manager,
  • Day to day contact person for all employees, leasing providers, car dealers,
  • Coordinate the pool car handovers,
  • Coordinate and ensure pool cars cleanings, regular services and repairs, tires exchange,
  • Record and report the pool cars accidents,
  • Report the pool cars utilization,
  • First point of contact for building facility regarding parking,
  • Distribution and management of parking cards,
  • Create documentation (Policy, WI).


Administration

  • Reporting – submit periodic operational reports according to CBRE procedure, create and issue a monthly FM report, track and manage the KPI process, and open and close system cases,
  • Helps desk system – operates with agreed response times, and regular reporting,
  • Operational Handbook – ensure all team complies with the operational manual procedures, ensure compliance and keep up to date,
  • Submitting Pos for all WPR needs (ongoing FM, projects, etc.),
  • In case of relocation or expansion projects, helping out the WPM and executing FM issues.


Health, Safety and Security

  • Act as client representative for both health, safety and security,
  • Ensure all client and CBRE health, safety and security procedures are carried out,
  • Issue and record distribution of temporary client badges for Cisco staff (not visitors).


Skills/Experience/Education

  • High school degree with graduation,
  • 1,5 years’ experience in FM,
  • MS-Office (MS Excel, MS Outlook, MS PowerPoint),
  • Procurement skills,
  • Budget management skills,
  • English language – advanced level,
  • Excellent accuracy and attention to detail,
  • Team player,
  • Strong organizational and communication skills,
  • Willing to develop, learn,
  • Communicative, collaborative,
  • Proactive attitude,
  • Flexibility,
  • Ability to work independently,
  • Customer and result oriented,
  • Analytical skills.

 
CBRE GWS
CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.

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