Job Title

Facility Coordinator

Job Description Summary

Job Description

The Facilities Coordinator will support the Facilities Manager in ensuring smooth operations of facilities and workplace management. This role involves managing vendors, coordinating maintenance and repairs, supporting workplace safety, and ensuring an excellent experience for employees and visitors. The Facilities Coordinator will also play a key role in administrative, financial, and reporting activities to maintain operational excellence.

Key Responsibilities:
Financial & Administrative
• Manage quotations, raise Purchase Orders (POs), and update Yardi to assist with budget forecasting.
• Manage invoices, raise cheque request forms, and process accounts payable to ensure timely payments.
• Prepare monthly FM reports and quarterly performance reports.
Facilities Operations
• Create and manage work requests, Planned Preventive Maintenance (PPM) schedules, Work Orders (WO), and track progress via FM360.
• Conduct daily property inspections and upload reports in Velocity.
• Monitor and update PPMs to ensure timely completion.
• Liaise with Building Management on all landlord-related issues.
• Support facilities team programs and workplace initiatives.
• Ensure smooth guest flow and support VIP visits/events.
Vendor & Contractor Management
• Coordinate and oversee vendors/contractors to ensure work is completed safely, effectively, and on time.
• Ensure vendors are briefed on site requirements through toolbox talks and proper completion of Permits to Work (PTWs).
Workplace Safety & Compliance
• Take ownership of Workplace Safety & Health (WSH) standards and actively contribute to building a strong safety culture.
• Support compliance with safety regulations, policies, and risk management practices.
Security & Incident Management
• Work closely with Corporate Security to troubleshoot and resolve issues related to security and access systems (e.g., visitor management, door lock failures).
Other Responsibilities
• Perform after-hours or weekend duties as required.
• Carry out any additional duties as assigned by the Facilities Manager.

Key Requirements:
• Client Relationships: Develop positive relationships with clients and local management. Proactively address and resolve recurring or sensitive issues, enforcing rules and regulations.
• Customer Service: Provide exceptional customer service to internal and external stakeholders, responding to inquiries and resolving issues promptly and efficiently.
• Vendor Coordination: Liaise with landlords to ensure obligations are met without additional costs to the client while maintaining close collaboration with vendors for optimal service delivery.
• Facilities Maintenance: Ensure all building systems, services, and facilities are in good working condition, following the maintenance schedule to maximise operational efficiency and minimise costs.
• Safety & Inspections: Conduct regular safety inspections of the office facilities, ensuring all equipment functions properly and complies with safety standards.
• Inventory & Asset Management: Manage and oversee the inventory of office and pantry supplies, ensuring stock levels meet office needs.
• Security Collaboration: Work closely with Corporate Security to resolve facility-related security issues such as visitor management, access control, and door lock systems.

 

 

 

INCO: “Cushman & Wakefield”