Facilities Coordinator, on-site

About The Role

Join CBRE as a Facilities Coordinator and play a key role in supporting one of our high-profile clients in the technology sector. In this onsite position at the client's 2.1 million-square-foot campus in Menlo Park, you will support approximately 177,000 square feet of office space, as well as select exterior assets and common areas, including pedestrian bridges. Working closely with Facilities Managers, clients, vendors, and contractors, you will help ensure day-to-day facility operations are executed efficiently and deliver an exceptional workplace experience. As part of CBRE's Facilities Management team, you'll serve as an important partner in maintaining safe, functional, and well-maintained environments. This is a highly visible role that offers the opportunity to make a direct impact on facility performance, client satisfaction, and the success of a world-class campus.

What You’ll Do

• Monitor and manage open work orders to ensure timely completion, accurate documentation, and closure in accordance with established service levels.
• Dispatch work orders and coordinate service requests with technicians and vendors to support efficient facility operations.
• Create and manage purchase orders within designated systems to support maintenance activities, services, and operational needs.
• Review, validate, and process vendor invoices, ensuring accuracy, proper documentation, and timely payment.
• Collaborate with landlords, tenants, and service providers to ensure compliance with established procedures, policies, reporting requirements, and service expectations.
• Serve as a point of contact for site-related inquiries, responding promptly and professionally to client requests, concerns, and service needs.
• Review work orders, proposals, vendor documentation, and department records to ensure completeness, accuracy, and alignment with operational requirements.
• Conduct routine site walkthroughs to identify facility-related issues, monitor service quality, and support corrective actions as needed.
• Follow established procedures, written instructions, and communications while proactively seeking clarification when necessary to ensure successful outcomes.
• Respond effectively to routine inquiries and concerns from clients, vendors, team members, and leadership.
• Utilize established processes and guidelines to resolve routine operational issues while exercising sound judgment and attention to detail.
• Contribute to team success by consistently delivering high-quality work within clearly defined responsibilities, processes, and performance expectations.
• Execute assigned tasks and administrative functions accurately and efficiently while working under the guidance of facility management leadership.

What You’ll Need

• A High School Diploma or GED, plus 2 or more years of professional related experience.
• Experience supporting administrative or operational processes, with exposure to finance-related activities such as purchase order creation, invoice processing, and vendor coordination preferred.
• Proven customer service experience, with a professional, responsive, and solutions-oriented approach to supporting clients and stakeholders.
• Strong organizational skills with exceptional attention to detail and the ability to effectively manage multiple priorities in a fast-paced environment.
• Demonstrated ability to work independently, take initiative, and proactively seek clarification or guidance when needed.
• Effective verbal and written communication skills, with the ability to interact professionally with internal teams, vendors, landlords, tenants, and clients.
• Ability to conduct routine facility walkthroughs to assess site conditions, identify concerns, and help ensure facility standards are maintained.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Experience with a Computerized Maintenance Management System (CMMS) is preferred.
• Strong attention to detail and commitment to delivering accurate, high-quality work.
• Ability to follow established procedures, policies, and work standards while exercising sound judgment in day-to-day activities.
• Demonstrated customer service and relationship-building skills, with a focus on responsiveness, professionalism, and follow-through.
• Basic math and analytical skills, including the ability to perform calculations involving percentages, discounts, markups, and other routine business metrics.

Why CBRE?

• On-site Perks: Complimentary breakfast, lunch, and dinner.
• Competitive Benefits: Medical, dental, and vision insurance, life insurance, disability coverage, and a 401(k) plan starting the first day of the month following your start date.
• Professional Development: Training programs, certifications, and mentorship opportunities.
• Career Advancement: Strong opportunities for career progression and advancement.
• California Residents: Compensation determined based on education, training, and experience.
• Discretionary Bonus: Based on CBRE’s applicable benefit program.
• Benefits: 401(K), Dental insurance, Health insurance, Life insurance, and Vision insurance.
• Equal Employment Opportunity: Commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.