Facilities Coordinator

Job Title: Facilities Coordinator – Service Provider Side

Company: Maintenance and Management Solutions(MMS)

Reports To: Facilities Manager
Employment Type: Permanent
Location: Doha, Project Site

Company Overview

MMS is a leading facilities management provider delivering integrated maintenance, janitorial, security, and technical services to commercial, industrial, and institutional clients. We are seeking a proactive Facilities Coordinator to support our service delivery team in ensuring client facilities operate safely, efficiently, and in compliance with all contractual obligations.

Job Summary

The Facilities Coordinator acts as the operational bridge between our FM company, our clients, and our network of internal technicians or third-party subcontractors. This role is responsible for dispatching work orders, tracking preventive maintenance, managing vendor performance, and ensuring client service level agreements (SLAs) are met. The ideal candidate thrives in a fast-paced, KPI-driven environment and can coordinate multiple trades across one or more client sites.

Core Responsibilities1. Work Order & Dispatch Management

• Receive, log, and prioritize service requests via CMMS (e.g., ServiceChannel, Corrigo, Maintenance Connection, Maximo) or client portals.
• Dispatch internal technicians or approved subcontractors to reactive and preventive maintenance tasks.
• Ensure urgent/critical work orders (e.g., no heat, water leak, electrical outage) are acknowledged and resolved within contractual SLA timelines.
• Close out work orders with detailed documentation (labor hours, materials used, resolution notes).

2. Client & Stakeholder Communication

• Serve as the primary point of contact for client facility managers or office managers for day-to-day service requests.
• Provide regular status updates on open and completed work orders.
• Escalate unresolved issues or recurring problems to the Account Manager.
• Attend weekly or monthly client operational reviews alongside FM leadership.

3. Preventive Maintenance (PM) Compliance

• Maintain and execute the preventive maintenance schedule for client assets (HVAC filters, fire alarm tests, elevator inspections, generator runs).
• Coordinate access with clients for scheduled PMs.
• Track PM completion rates and report deviations to the FM Manager.

4. Vendor & Subcontractor Coordination

• Maintain an approved vendor list (electricians, plumbers, HVAC techs, lift contractors, cleaners).
• Issue purchase orders and confirm service scopes with subcontractors.
• Collect certificates of insurance (COI), safety documentation, and job reports.
• Validate subcontractor invoices against completed work orders before approving for payment.

5. SLA & KPI Reporting

• Generate weekly/monthly reports on:
• Work order response time vs. SLA
• First-time fix rate
• Planned vs. reactive maintenance ratio
• Client satisfaction scores (if surveyed)
• Identify underperforming vendors or recurring asset failures and recommend corrective actions.

6. Health, Safety & Compliance

• Ensure all maintenance activities comply with client site safety rules, OSHA standards, and local regulations.
• Maintain safety data sheets (SDS), lockout/tagout (LOTO) records, and hot work permits.
• Coordinate with client security teams for badging, access control, and after-hours escorting.

7. Inventory & Asset Management

• Track consumables and spare parts (lighting, belts, filters, chemicals) for client-dedicated stock.
• Conduct periodic physical inventory counts.
• Maintain asset registers for client equipment (age, model, serial number, maintenance history).

8. Financial & Administrative Support

• Assist in PO creation, invoice reconciliation, and accrual reporting.

QualificationsRequired:

• Bachelor’s degree in Facilities Management, Business, or Engineering preferred.
• 4+ years of experience in facilities coordination, work order dispatch, or vendor management – specifically working for an FM service provider, property management firm, or subcontractor network.
• Proficiency with a CMMS or enterprise asset management system.
• Understanding of SLA measurement, response time tracking, and work order lifecycle.
• Strong written and verbal communication skills for client-facing interactions.
• Ability to prioritize across multiple sites or client accounts simultaneously.
• Valid driver’s license and ability to travel between local client sites (if mobile role).

Preferred:

• Facilities Management Professional (FMP) or Certified Facility Manager (CFM) candidacy.
• Experience with ServiceChannel, Corrigo, Maximo, FM:Systems, or Angus AnyWhere.
• Knowledge of MEP systems (mechanical, electrical, plumbing) at an awareness level.

Key Competencies (FM Company Specific)

• Customer service orientation: You understand that the client company is your customer, and your job is to make their building “just work.”
• Sense of urgency: You know that a broken elevator or restroom closure directly impacts client employee productivity.
• Follow-through: You don’t “close” a work order until the client confirms the issue is resolved.
• Data integrity: You enter clean, consistent notes because FM billing and reporting depend on your accuracy.
• Vendor management: You hold subcontractors accountable to the same SLAs your company promised the client.

Working Conditions & Physical Requirements

• Environment: Combination of office/desk work (75%) and site visits (25%) to mechanical rooms, rooftops, loading docks, and occupied client spaces.
• Physical: Occasionally lift 25–50 lbs, climb ladders, walk client campuses, and access confined spaces (with proper training).
• On-call: Rotating after-hours emergency response (by phone dispatch; occasional site visits).

Job Type: Permanent

Pay: QAR1.00 per month

Education:

• Bachelor's (Required)

Experience:

• Facilities Coordinator: 3 years (Required)

Work Location: In person