Facility Coordinator

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