Facilities Co-ordinator

About Us
At WeWork, we provide flexible workspace solutions to help businesses of all sizes thrive in more than 37 countries worldwide. The future of work is here, and we're not just a part of that movement—we're leading it. United by a desire to build a global community, our purpose is to give members the support to do their best work, and the space to take their ideas to new heights. Join us as we empower tomorrow's world at work.

About The Opportunity
As a Facilities Coordinator, you will be responsible for supporting the Facilities Operations Managers in the delivery of Buildings' Operational standards and KPIs. You will have a proactive approach to Operational Standards, Safety, Communication and Cost Management.

In This Role, You'll
Vendor Management

• Act as first point of contact for facilities-related queries
• Support review of vendor performance - predominantly based around service contracts
• Support with attending monthly / quarterly and annual meetings with the respective service provider to review performance against SLAs & KPIs
• Record meeting minutes of those meetings and follow up on actions tracked
• You will ensure that Maintenance & Cleaning performance scorecards are up-to-date
• Track what serviced assets are at each building
• Track costs associated with the service contracts, ensuring monthly there is a report highlighting any risks and forecasting future over spend
• Each year you will be supporting for preparing the service contract budgets
• Support in preparing overview of lift vendors including all statutory inspection schedules
• Be familiar with various software platforms such as Workday and Salesforce and and Power BI
• Ensure our vendor invoicing and payment processes are followed and raise PO's
• Support in preparing the end of month Opex reviews to ensure all Opex related costs are captured and accruals are effectively captured
• Ensure the Cost Trackers are set up across all markets, kept up to date reflecting changes to fixed contract costs and all variables (MiMos, Add Ons etc)

Cost Management

• Mid-month reporting - support FCM
• End month opex x budget report - support FCM
• Order platform issues/escalations support
• REQ/PO's (incorrect POs, tickets, CT queries, etc..)
• Invoicing and payments (accruals, late payments, escalations, etc…) - support FCM

Strategic Contract Management

• Monitoring the pipeline of contract expirations - keep schedule up to date
• Working with procurement for sourcing of new vendors
• Sourcing stage is collaborative - both procurement and FCM bring vendors to the RFP process
• Manage administration process for new vendors, adding new buildings to the contract, renewals and terminations
• Drive cost management through analysis of costs, ongoing demand and ensuring vendor accountability to agreed costs sourcing
• Renewing contract
• New MSA submitting to Legal - Approval process - DocuSign sign off - WD upload
• RFP's with procurement and further support of mobilisation

Experience And Requirements

• 2+ years experience in the relevant field
• Bachelor's degree in relevant subject or equivalent combination of experience and education
• Business level fluency in French and English
• Excellent communication and organization skills; proactive, detail-oriented and solution-driven
• Ability to multitask and manage priorities
• Experience in customer service or operations preferred
• Working knowledge of commercial MEP systems, specifically HVAC, plumbing, fire and life safety systems and electrical distribution networks preferred

Life at WeWork
Being a WeWorker is more than just a job. We believe the magic of work is sparked by the passion you bring, the places you go, the people you meet and the purpose you follow. And it starts here. Here you will brush shoulders with those who dare to dream and do. Here you will be welcomed by a community that embraces and inspires you—because together we can achieve more. Here we challenge ideas, and explore new ways of getting things done. Whether you are part of our Employee Community Groups, or part of a global project, we ask you to bring your open-minded attitude and collaborative spirit. In return, you will be part of a team where your unique perspectives are celebrated.