Facilities Coordinator - Menlo Park, CA

About the Role: Join CBRE as a Facilities Coordinator and play a key role in supporting one of our high-profile clients in the technology sector. As part of CBRE's Facilities Management team, you'll serve as an important partner in maintaining safe, functional, and well-maintained environments.

This is a highly visible role that offers the opportunity to make a direct impact on facility performance, client satisfaction, and the success of a world-class campus. What You’ll Do: Monitor and manage open work orders to ensure timely completion, accurate documentation, and closure in accordance with established service levels.

Dispatch work orders and coordinate service requests with technicians and vendors to support efficient facility operations. Create and manage purchase orders within designated systems to support maintenance activities, services, and operational needs. Review, validate, and process vendor invoices, ensuring accuracy, proper documentation, and timely payment.

Collaborate with landlords, tenants, and service providers to ensure compliance with established procedures, policies, reporting requirements, and service expectations. Serve as a point of contact for site-related inquiries, responding promptly and professionally to client requests, concerns, and service needs.

Review work orders, proposals, vendor documentation, and department records to ensure completeness, accuracy, and alignment with operational requirements. Conduct routine site walkthroughs to identify facility-related issues, monitor service quality, and support corrective actions as needed.

Follow established procedures, written instructions, and communications while proactively seeking clarification when necessary to ensure successful outcomes. Respond effectively to routine inquiries and concerns from clients, vendors, team members, and leadership. Utilize established processes and guidelines to resolve routine operational issues while exercising sound judgment and attention to detail.

Contribute to team success by consistently delivering high-quality work within clearly defined responsibilities, processes, and performance expectations. Execute assigned tasks and administrative functions accurately and efficiently while working under the guidance of facility management leadership.

What You’ll Need: High School Diploma or GED, plus 2 or more years of professional related experience. Experience supporting administrative or operational processes, with exposure to finance-related activities such as purchase order creation, invoice processing, and vendor coordination preferred.

Proven customer service experience, with a professional, responsive, and solutions-oriented approach to supporting clients and stakeholders. Strong organizational skills with exceptional attention to detail and the ability to effectively manage multiple priorities in a fast-paced environment. Demonstrated ability to work independently, take initiative, and proactively seek clarification or guidance when needed.

Effective verbal and written communication skills, with the ability to interact professionally with internal teams, vendors, landlords, tenants, and clients. Ability to conduct routine facility walkthroughs to assess site conditions, identify concerns, and help ensure facility standards are maintained. Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

Experience with a Computerized Maintenance Management System (CMMS) is preferred. Strong attention to detail and commitment to delivering accurate, high-quality work. Ability to follow established procedures, policies, and work standards while exercising sound judgment in day-to-day activities.

Demonstrated customer service and relationship-building skills, with a focus on responsiveness, professionalism, and follow-through. Basic math and analytical skills, including the ability to perform calculations involving percentages, discounts, markups, and other routine business metrics. Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.

Applicant AI Use Disclosure: We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process. These updates reflect our commitment to clarity, inclusivity, and a consistent candidate experience across all postings.

Disclaimers Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future. CBRE carefully considers multiple factors to determine compensation, including a candidate’s education, training, and experience.

The minimum salary for the Facilities Coordinator position is $44,500 annually [or $21,40 per hour] and the maximum salary for the Facilities Coordinator position is $78,750 annually [or $37.87 per hour]. The compensation that is offered to a successful candidate will depend on the candidate’s skills, qualifications, and experience.

Successful candidates will also be eligible for a discretionary bonus based on CBRE’s applicable benefit program. Our Values in Hiring At CBRE, we are committed to fostering a culture where everyone feels they belong. We value diverse perspectives and experiences, and we welcome all applications.

If you require any adjustments or support in connection with your application or the recruitment process, please contact [email protected] . We are committed to ensuring that all candidates can participate fully in the process.

When you join CBRE, you become part of a global leader in commercial real estate and investment services that help businesses and people thrive. We are dynamic problem solvers and forward-thinking professionals who create significant impact! Our collaborative environment is built on our shared values — respect, integrity, service, and excellence — and we value the varied perspectives, backgrounds, and skills of our people. At CBRE, you have the opportunity to chart your own course and realize your full potential!