Facilities Coordinator

Job Overview

We are looking for a diligent and proactive Facilities Coordinator to manage daily operations, maintenance tasks, vendor relations, workplace services, and administrative duties to maintain safe and efficient facility environments.

Key Responsibilities

• Oversee daily facilities functions, maintenance schedules, and related workplace services.
• Plan and track preventive and corrective maintenance for infrastructure, equipment, and facility systems.
• Liaise with contractors, suppliers, technicians, and service vendors to organize maintenance and repairs.
• Supervise vendor performance, service quality, contract compliance, schedules, and service levels.
• Conduct regular inspections to identify issues related to maintenance, safety, cleanliness, and operational efficiency.
• Manage maintenance requests, work orders, and service tickets with appropriate follow-ups.
• Keep detailed records of facility assets, maintenance activities, inspections, and schedules.
• Assist office relocations, renovations, workspace planning, and facility upgrades.
• Coordinate cleaning, security, waste disposal, utilities, landscaping, and other workplace amenities.
• Monitor expenses related to facilities, including purchase orders, invoices, and service costs.
• Support procurement efforts for materials, equipment, office supplies, and facility-related services.
• Ensure compliance with health, safety, environmental, and company policies.
• Contribute to emergency preparedness, business continuity planning, and workplace safety initiatives.
• Assist with facility access management, visitor coordination, workspace allocation, and related administrative tasks.
• Track utility usage and identify strategies for cost reduction and energy efficiency.
• Prepare comprehensive reports regarding facility status, maintenance, vendor performance, and management updates.
• Collaborate with HR, IT, Finance, Security, and Operations departments to address facilities requirements.
• Rapidly respond to facility issues and escalate critical matters to management or technical teams.
• Propose improvements to facility processes, service quality, and workplace effectiveness enhancing employee experience.

Candidate Requirements

• Proven track record in facilities coordination, management, office administration, or related fields.
• In-depth knowledge of building maintenance, workplace services, vendor collaboration, and facility operations.
• Experience in coordinating contractors, suppliers, technicians, and various service providers.
• Excellent organizational capabilities with effective multitasking and time management skills.
• Strong communication, interpersonal, and stakeholder engagement skills.
• Problem-solving aptitude with the ability to handle urgent facility challenges effectively.
• Familiarity with facilities management software such as CMMS, work-order systems, or ERP tools is advantageous.
• Proficient in Microsoft Office Suite, especially Excel, and reporting tools.
• Basic understanding of workplace health and safety standards is desirable.
• Experience managing maintenance schedules, service agreements, purchase procedures, and vendor relationships is a plus.
• Meticulous attention to detail with capability to maintain accurate documentation.
• Ability to work autonomously while managing multiple facility-related activities simultaneously.
• Preferred educational qualifications: Bachelor's degree or diploma in Facilities Management, Business Administration, Property Management, Engineering, Operations, or related disciplines.
• Additional certifications related to facilities, safety, property, or maintenance are beneficial.

Benefits and Opportunities

• Role offers critical oversight of facilities and workplace operations.
• Acquisition of experience in facilities management, vendor relations, maintenance, and operational safety.
• Opportunity to contribute to facility enhancements and workplace improvement projects.
• Pathway for career advancement to senior roles such as Senior Facilities Coordinator, Facilities Supervisor, Facilities Manager, Operations Manager, Property Manager, or Facilities Director.
• Work environment that promotes professionalism, collaboration, and service excellence.
• Access to training, mentoring, and ongoing professional development.
• Competitive salary alongside a comprehensive benefits plan.