Hybrid Engineering Operations Coordinator at CUSHMAN & WAKEFIELD
CUSHMAN & WAKEFIELD · New York, New York, USA, Vereinigte Staaten Von Amerika · Hybrid
Blinkist – Key book insights in 15 minutes. Save 40% now!
Sponsored by BlinkistJob Title
Engineering Operations CoordinatorJob Description Summary
Responsible to perform the administrative and operational support functions for the Senior Engineering Director and help support the regional engineering operations within a given region while ensuring the highest level of professionalism with all matters, including timely response to, and resolution of, any client requests or concerns.Job Description
Essential Functions and Responsibilities:
Provide full administrative and operational support to the MD Director of Engineering, including but not limited to, the below:
Assist with the Regional fleet management – Mobile Engineers
Running monthly reports to ensure proper maintenance is occurring and the overall management standards of the regional fleets is being reviewed.
Pull each market fleet Invoices Monthly for Direct of Engineering’s Review prior to processing for payment.
Maintain Inspection Software for Mobiles
Assist in the regional set-up of the property computerized maintenance management (CMMS) work order system (Cove, Angus, etc.) for new & existing assignments .
Run monthly reports for Sub-Regional engineer to review and ensure regional performance metrics are maintained.
Review Bi-Weekly aging report for past due invoices for applicable engineering only assignments and follow up with clients regarding payment status.
Work with AR to clear any applicable aging items.
Consulting Assignments for Engineering
Supporting onboarding and documentation tracking reports
Assist in tracking regional engineering costs and maintain associated documents and reports for review.
Ensure region compliance of the Engineering Disciplines and Assessments by compiling the data for review.
Keep an updated record of all applicable regions engineering certificates and education (EPA, OSHA10, ASHE Certified Healthcare Physical Environment Worker, Union required CofF’s, etc.)
Work with EHS team to ensure the region is hosting ongoing safety/EHS trainings and keep/maintain records.
Maintain, Update & Prepare Regional onboarding materials/program for new engineering employees including, but not limited to, the below:
Work with market operations personnel to ensure a consistent onboarding delivery in all markets on such things as:
On-Boarding Binder (Digital Copy)
Day1 - Completion of I-9 and viewing/copying documents Day 1
Travel for ESG Meetings/Trainings/New Hire Onboarding/Site Audits
Assist in training as needed.
Work with markets to ensure that all markets are complying with the “Turn In” process, checklists, etc. for terminated or exiting employees.
Markets should: keep accurate records for terminated or exiting employees, disable access to work order system; deactivate phone line, and retrieve/store/return any turned in uniforms/devices, etc.
Confirm markets are coordinating monthly engineering/engineering leadership meetings and monthly in-house training sessions. Markets should be, but not limited to, the below:
Choosing a location
Ordering refreshments
Taking meeting minutes to send out after the meeting
Maintaining the OPL to send out with meeting minutes
Maintaining/save sign-in sheets for all meetings/trainings
Keep accurate and complete records of all trainings
Ensure region consistency with the shoe voucher program and maintain region data to ensure detailed records of eligibility are being maintained. ( Grainger )
Collect and review regional call tree and property lists submitted to provider to ensure region consistency.
Confirm market ops support admins are acquiring an updated Managed Property List monthly from the City Lead.
Work with region Operations leads to ensure building maintenance information for new properties is kept updated in Yardi.
Organize electronic file system: shared drives and SharePoint.
Input and process manual invoicing for special projects per Director of Engineering’s Approval.
Process and create manual invoices for temporary labor, special projects, Due diligence, etc. when applicable.
Assist MD Director of Engineering with monthly maintenance of the Master Budgeted Maintenance Hour spreadsheet/Budgeted Project spreadsheet.
Send to Sub-regionals for review / comments
Keep all markets profitability tool fully updated for a monthly review by sub-regional.
Reviewing Markets Leakage & Unbilled Hours Monthly, collecting supporting documentation to support time noted on Non-Billable & send to Director of Engineering for review, feedback, approval.
Once approved, provide to local market ops support to submit AOTC form for re-allocations.
Submit final document with notes to MDE.
Maintain and update access for Regional ESG SharePoint Site.
Logging and processing any/all information as deemed appropriate by MD Director of Engineering.
Property Management Administrative Support Energy & Sustainability:
Update/maintain engineering only properties within the Energy Star website.
Send reminders to Chiefs/PM’s if managed properties are not up to date.
Maintain spreadsheet with details/updates for use at market Manager’s Meetings.
Ensure prompt collection of COI’s from Engineering Only Clients are enter them into the contract administration software.
Provide our COI’s annually to Engineering Only Clients.
Track and file leases, contracts/insurance certificates, as applicable to each Engineering PMA.
Maintain follow-up system for expirations.
Review/compare payroll from Workday etc. to ensure accuracy - engineering only properties.
Send any Non-Billable Hours to Director of Engineering for approval.
Prepare spreadsheet for engineering only property service fees/management fees and send to Director of Engineering for approval.
Once approved / submitted, local ops support to download/send to clients.
Assist in the distribution of payroll, supply, and manager invoices with backup documents for engineering only clients per director’s approval.
Placing ESG Supply and Due from Client (DFC) orders.
Review and understand leasing documents and vendor proposals, engineering only agreements, and maintain hard and electronic files.
Assist with the aging report for Engineering Only properties in collecting details and following up with clients to keep the aging report clear from past due invoices.
Promote and foster positive relationships with tenants and owners.
Energy & Sustainability
Coordinate with ESG team for Energy Star Compliance and Energy Audits
Engage ESG team as needed to promote cross selling services
Requirements:
Proven administrative experience
Executive level professional support experience a plus
Exposure to project and process management
Exposure to executive communications, both oral and written
Proficiency in Yardi, Microsoft Office Suite, Microsoft Excel, and SharePoint
Strong organizational skills; detail oriented, advanced time management skills
Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information
Ability to problem solve independently with minimal direction from supervisor
Possess a willingness and ability to work independently
Proven record of providing excellent internal and external customer service
Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.
The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.
The company will not pay less than minimum wage for this role.
Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.
In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com. Please refer to the job title and job location when you contact us.
INCO: “Cushman & Wakefield” Apply Now
