Facilities Coordinator - CBRE / New England

December 08, 2017

CBRE / New England

Boston, Massachusetts

 **In order to be considered for this position, applicants MUST attach a resume** 

Job Summary:

Serves as primary point person for, and is responsible for planning, coordination and execution of all facility related special projects and events.  The purpose of this position is to provide assistance to the facility management team to ensure the successful completion of client facility needs.

Primary Duties and Responsibilities:

  • Schedules, coordinates and oversees usage of facility’s resources for internal and external events.
  • Acts as a primary point of contact during events. Works alongside, and in partnership with, contracted companies during events, including security and cleaning staff. Engages with clients and supports events as required (i.e. special requests, guest concerns and event orders). Solves/troubleshoots basic client concerns and challenges with adherence to museum policies and procedures.
  • Performs room setup and takedown for internal and external events, including all audio visual equipment.
  • Provides support for Director of Facilities when required.
  • Conducts frequent inspections of event facility equipment, reports deficiencies and shortages to the Director of Facilities.
  • Attends pre-event and logistics meetings with clients and museum staff, including Director of Facilities and Director of Catering, and assists in establishing clear and realistic expectations.
  • Manages work order system and reviews assigned work orders. Communicates work orders to technicians and assists management in resolving problems.
  • Maintains files on work orders, proposals and department files. Creates vendor files and checks accuracy on completed paperwork submitted by vendors.
  • Maintains storage areas and event equipment in a safe manner free from all potential hazards.
  • Adheres to Occupational Health & Safety policy and procedures, and ensures safe work practices are followed at all times.
  • Performs general repairs and maintenance and set-up of office equipment, including phones, copiers, fax machines, etc.
  • Complies with all applicable codes, regulations, governmental agency and Company directives related to building operations and work safety.
  • Assists with the inspections on the facility campus.
  • Assists with obtaining and managing certificates of insurance.
  • Assists with updating emergency procedures, tenant handbook, tenant contact list, etc.
  • Assists in the development, modification and support of new event equipment. Obtains quotes for rentals, parts, labor and installation costs for work orders.
  • Manages equipment portfolio and maintains inventory through monthly reports and tracking.
  • Identifies existing equipment solutions currently in place and develops standard operating procedures for all equipment activity.

Qualifications/ Success Factors:

  • High school diploma or general education degree (GED) and a minimum of two years of related experience and/or training.
  • Willingness to work overtime when required for special events and programming.
  • May require valid driver's license.
  • Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.  Ability to write routine reports and correspondence.  Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
  • Excellent customer service skills required. Must be able to effectively interface with clients with a positive attitude and commitment to providing the utmost client experience.
  • Ability to calculate simple figures such as percentages.
  • Ability to understand and carry out general instructions in standard situations.  Ability to solve problems in standard situations. Ability to interpret policies and procedures.  Requires basic analytical skills.
  • Uses personal computer and / or PDA for work order system, email, ESS and training. Basic skills with Microsoft Office Outlook.
  • Physical requirements include stooping, standing, walking, climbing stairs / ladders and ability to lift / carry heavy loads of 50 lbs. or more.  Ability to work standing all day. Ability to access remote work areas, i.e. crawl spaces, roofs, etc. Ability to utilize full manual dexterity (i.e. sitting, squatting, bending, crawling, kneeling, lifting, walking, manipulating tools with limbs extended).
  • Knowledge of space utilization procedures and physical inventory.
  • Excellent verbal and written communication skills.
  • Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.


This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

CBRE/New England is committed to an inclusive environment that: reflects the clients we serve; provides everyone with the opportunity to succeed; values the differences of each individual; and recognizes their contributions to our firm’s success. EOE