Job Title

Office Manager / Facilities Coordinator

Job Description Summary

Job Description

About Cushman & Wakefield

Cushman & Wakefield is a global leader in commercial real estate services, helping clients transform the way people work, shop, and live. The firm’s 52,000 employees in more than 60 countries provide deep local and global insights that create significant value for occupiers and investors around the world. Cushman & Wakefield is among the largest commercial real estate services firms with revenues of $5 billion across core services of agency leasing, asset services, capital markets, facilities services (branded C&W Services), global occupier services, investment management (branded DTZ Investors), tenant representation, and valuations & advisory.

We have an exciting opportunity for an experienced facilities professional to join our GOS expanding team. The Facilities Coordinator will support our Client’s facilities operations at a small site, focusing on assisting with visitors and vendors in addition to supporting meetings and events on-site. This role requires strong organisational, administrative, communication, and customer service skills, alongside a good understanding of basic financial process.

Key Responsibilities:

Reception and Office Environment:

Provide reception cover as required to ensure smooth site operations.Walk the office environment to keep standards high and raise them where required.

General Administration:

Raise purchase requisitions and verify invoices. Assist with monthly finance close and annual budget preparation. Support other sites across EMEA remotely where admin assistance is required.Assist with general tasks such as managing post, stationery supplies, and ad-hoc duties from the operations management team.Respond to staff queries, logging tickets, reaching out to vendors for resolutions. Managing the daily, weekly and monthly work orders to ensure on time completion.Utilise internal systems like ServiceNow (Helpdesk), Famis (Facilities Work Orders), Yardi (Purchase Requisitions & Invoicing), and others for various administrative tasks.

Events and Meetings:

Perform daily checks of all meeting rooms to ensure AV equipment is functioning and resolve any issues.Set up meeting rooms, including arranging room layouts and coordinating with the housekeeping team.Ensure meeting rooms are organised and presentable, including replenishing whiteboard supplies.Monitor meeting room calendars and proactively contact hosts to ensure all requirements are met.Assist with event setups, including collecting and setting up catering as needed.Support internal and external events, ensuring room setups and refreshments are managed, and flexibility with work hours when needed (e.g. early starts or late finishes).Build and maintain relationships with local external venues for event coordination.Liaise with Housekeeping and Security for out-of-hours events.

Location: Madrid

We foster a culture of inclusion that embraces the unique strengths, perspectives, and experiences of all our employees. We firmly believe that our diversity enhances our team's capabilities, leading to improved decision-making, innovation, and business outcomes. If you have any reservations about applying, please don't hesitate to reach out to your local recruiter for additional information

INCO: “Cushman & Wakefield”