Facilities Team Coordinator

Job Objective

Team Coordinator – FM will be responsible for organizing and overseeing the activities of the facilities management.

Roles and Responsibilities

• Prepare and issue Local Purchase Orders (LPOs), maintain trackers, and manage supplier communication.
• Handle incoming calls, emails, and in-person enquiries, serving as the first point of contact for tenants and owners.
• Manage complaints, enquiries, parking card requests, and escalate issues when necessary.
• Receive, process, and upload payable invoices after obtaining required approvals.
• Process Fitout requests, coordinate approvals, manage documentation, and maintain records.
• Handle Move-In/Move-Out and Access Permit requests, verify documents, obtain approvals, and update tracking reports.
• Manage parking card issuance, reactivation, configuration, and troubleshooting; maintain the Parking Master List.
• Draft, design, and distribute community notices via Mystrata/ADDA after approval.
• Update owner and tenant details in Mystrata/ADDA, including changes during transfers or weekly directory updates.
• Maintain records and issue access cards, VIP cards, and parking remotes; coordinate with Managers and Associate Director.
• Investigate and resolve resident/client/tenant issues, collaborating closely with FM, MEP, and Security teams.
• Monitor, follow up, and close operational issues raised by building occupants.
• Keep owner, tenant, and supplier information updated and send building notices as required.

Required experience:

• Bachelors in Facility Management or Business Administration or any related study.
• 2-3 years’ experience as a Facilities Coordinator or similar role with an Owners Association
• Management Company
• Strong knowledge of OA and Facility Management operations.
• Excellent communication, interpersonal skills, with the ability to build and maintain
• relationships with diverse stakeholders and clients.
• Strategic thinking and problem-solving abilities, with a keen eye for detail and a commitment
• to delivering unparalleled quality.