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

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

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.