Job Description

Job Purpose

The Facility Coordinator is responsible for supporting the efficient operation and maintenance of a facility by coordinating various administrative tasks, managing service requests, and providing assistance to facility management team. This role plays a critical part in ensuring a safe, functional, and well-maintained environment for occupants.

Role Description

The Facility Coordinator works closely with the Facility Manager and other facility management personnel to facilitate the day-to-day operations of the facility. This involves coordinating maintenance activities, managing service contracts, responding to inquiries and requests, and maintaining accurate records. The Facility Coordinator serves as a key point of contact for internal stakeholders, external vendors, and service providers.

Key Tasks

Administrative Support

Manage incoming calls, emails, and inquiries related to facility operations. Maintain facility records, including maintenance logs, service contracts, and vendor agreements. Prepare reports, presentations, and documentation as required by facility management staff.

Service Coordination

Receive and prioritize service requests from occupants and staff members. Coordinate with maintenance personnel, vendors, and contractors to address service needs promptly. Follow up on service requests to ensure timely resolution and customer satisfaction.

Vendor Management

Assist in managing relationships with external vendors and service providers. Obtain quotes, negotiate contracts, and ensure vendors comply with contractual agreements. Monitor vendor performance and address any issues or concerns as needed. Manage the P2P process from securing quotes to invoicing.

Facility Maintenance

Assist in scheduling and coordinating routine maintenance tasks, repairs, and inspections. Conduct regular facility walkthroughs to identify maintenance needs and safety hazards. Communicate maintenance schedules and updates to facility occupants as necessary.

Safety and Compliance

Support the implementation of safety protocols and procedures to maintain a safe working environment. Conducting safety inspections and audits to identify potential hazards. Ensure compliance with regulatory requirements and industry standards.

Qualifications and Skills

Associate or bachelor's degree in Facility Management, Business Administration, or related field preferred. Previous experience in facility management, administrative support, or customer service role preferred. Knowledge of facility operations, maintenance practices, and safety regulations. Strong organizational and multitasking skills, with the ability to prioritize tasks effectively. Excellent communication and interpersonal abilities. Proficiency in computer applications, including Microsoft Office Suite. Attention to detail and a commitment to delivering high-quality service. Ability to work independently and collaboratively in a fast-paced environment. Flexibility to adapt to changing priorities and work schedules.
Job Type: Full-time