Job Description

FM Coordinator
Job Summary:
The FM Coordinator acts as the central hub for all facility management communications and administrative functions. This role supports the FM team by managing work orders, coordinating with tenants and vendors, maintaining documentation, and ensuring the smooth day-to-day administrative operation of the facility department.
Key Responsibilities:

• Serve as the first point of contact for tenant requests and complaints; log them into the CMMS/helpdesk system and assign them to the appropriate technician.
• Coordinate and schedule maintenance activities, vendor visits, and contractor work, ensuring minimal disruption to tenants.
• Process invoices, raise purchase orders, and assist with budget tracking for the FM department.
• Maintain and organize all FM-related documentation, including contracts, certificates, warranties, and manuals.
• Generate and distribute reports on key performance indicators (KPIs) like PPM completion, work order status, and response times.
• Assist in the preparation of tenders and contracts for services.
• Manage inventory of critical spare parts and office supplies for the FM team.
• Ensure all administrative tasks are completed accurately and in a timely manner.
• Facilitate communication between the FM team, management, tenants, and external service providers.

Qualifications and Skills:

• Associate or bachelor's degree in business administration, Facility Management, or a related field.
• Proven experience in an administrative or coordination role, preferably within FM, property management, or construction.
• Proficiency in CMMS software, Microsoft Office Suite (especially Excel), and email.
• Exceptional organizational, multitasking, and communication skills.
• Strong customer service orientation.
• Attention to detail and ability to work under pressure.

Skills Required