Facilities Management Coordinator

Key Responsibilities:

• Maintain PR (Purchase Request) and quotation trackers.
• Follow up on LPOs (Local Purchase Orders) and raise ERFs when required.
• Maintain ERF tracker and staff records, including resignations, idle, and quarantined staff.
• Maintain variable jobs tracker for ongoing and ad-hoc tasks.
• Maintain Soft Services/Housekeeping reports and housekeeping equipment maintenance tracker.
• Maintain and arrange monthly reports for management review.
• Update duty rosters monthly for MEP & Soft Services and submit to HR.
• Maintain staff annual leave, vacation records, and outsourced staff attendance.
• Maintain mobile credit details and coordinate with IT.
• Follow special services reports, such as pest control, water tanks, and other periodic services.
• Coordinate with Accounts for the Variable Job Completion Report and invoicing.

Administrative Support:

• Assist supervisors and staff with daily administrative requirements.
• Create permits to work for facility activities.
• Schedule pest control treatments (AMC & one-time services).
• Support staff training schedules and third-party certification tracking.
• Manage Outlook communications and correspondence related to facilities management.

Financial & Payroll Support:

• Support monthly payroll activities.
• Work on monthly invoicing

Qualifications:

• Diploma on Business Administration, or related field.
• 2 4 years of experience in facilities management or administrative coordination.
• Proficiency in MS Office; knowledge of Maximo or CMMS is an advantage.
• Excellent organizational, communication, and multitasking skills.

Key Competencies:

• Attention to detail and accuracy
• Coordination with multiple stakeholders
• Time management and follow-up skills
• Problem-solving and initiative