Job Title

Sr. Facilities Coordinator

Job Description Summary

The Sr. Coordinator is responsible for the implementation and management of all finance related aspects of the FM operations accounting cycle, in accordance with the governance that is established by the finance department, and serves as the liaison between FM operations and finance teams, to ensure the consistent and accurate accounting of all expenditures that drive the accrual and forecasting process. Additionally, the position provides support and assistance to the facility management team, to ensure accurate end of period reporting

Job Description

Duties and Responsibilities:

· Review, monitor, and analyze expenditures, daily, utilizing the “Spend Tracker” tool

· Drive the month end accrual and forecasting process

· Assist with variance analysis and reporting, actual vs. forecast

· Generate financial reports, to support the accrual process

· Create purchase orders (PO), as requested, in accordance to established process and policy, including the attachment of Scope Documentation and purchase order Terms & Conditions

· Monitor the “Account Payables Exceptions Folder, daily, and work with the appropriate stakeholders to resolve all invoice discrepancies

· Manage the entire Purchase Order process, including the review of the “Open PO Report”, to ensure the timely receipt and submission of vendor invoices

· As a general rule, ensure open POs are closed, with ninety (90) days

· Assist with the budget development process

· Develop a weekly cadence, through collaborative discussions, meetings and other forms of communication, to ensure alignment in messaging and reporting

· Ensure the receipt of all required documentation, prior to recording accruals

· Address client inquiries and concerns, ensuring timely and effective problem resolution

· Maintain on-going communication with all stakeholders

Requirements:

· Communication Proficiency (oral and written)

· Customer Focus

· Initiative

· Sense of Urgency

· Multi-Tasking

· Detail Oriented

· Financial Knowledge

· Time Management Skills

· Team Orientation

Scheduled Meetings:

Operations Open PO Meeting (Weekly) – The purpose of this meeting is for the FM and the Sr. Coordinator to discuss PO status, to discuss the plan of action for obtaining statements and invoices for open POs, and to decide when POs are to be closed.

Purchase Order Status Meeting (Monthly) – The purpose of this meeting is for the Sr. Coordinator to provide PO status and action plans to management. The participants are: Account Director, Regional FMs, Finance, and Sr. Coordinators.

Accrual Meeting (Monthly) – The purpose of this meeting is for the Sr. Coordinator to share with the FMs its initial list of expenses to be accrued. After alignment is achieved and supporting documentation identified, the draft accrual list is provided to Finance, to develop the final accrual template.

Forecast Meeting (Monthly) – The purpose of this meeting is for the Sr. Coordinator and FM to discuss and document the anticipated expenditures for future accounting periods, planned and unplanned.

IMPORTANT EDUCATION

• High school diploma or a General Equivalency Diploma (GED) required

• Associates or Bachelors degree in facilities management, building, business or other related field preferred

IMPORTANT EXPERIENCE

• A minimum of 3-5 years of experience in an administrative, accounting or tenant services capacity

• Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications

• Previous customer service experience

• Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred

Comp expectation - $24-26/hr

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.

INCO: “Cushman & Wakefield”