Contract and Facilities Coordinator

About the Role

As a Contract & Facilities Coordinator , you will play a key role in supporting both contract administration and day-to-day facilities operations for a client account. You will be responsible for coordinating vendors, managing financial and procurement processes, supporting facility maintenance activities, ensuring compliance requirements are met, and providing excellent customer service to internal and external stakeholders.

This is a highly collaborative role that combines operational coordination, financial administration, reporting, and facilities management support to ensure smooth service delivery and client satisfaction.

Key Responsibilities Facilities Operations Coordination

Coordinate reactive and planned maintenance activities with vendors and site teams.

Manage service requests and ensure work orders are completed within agreed service levels.

Support day-to-day facilities management operations and resolve operational issues promptly.

Liaise with contractors, service providers, and client stakeholders to ensure service excellence.

Monitor vendor performance and ensure compliance with contractual obligations.

Assist in workplace, safety, and compliance initiatives across the site. Contract & Financial Administration

Process purchase orders, quotations, invoices, and billing documentation accurately and on time.

Review invoices and ensure correct cost allocation and coding.

Support accounts payable, accounts receivable, and open PO tracking activities.

Coordinate vendor onboarding and maintain contractor documentation.

Assist with monthly financial reporting and account reviews.

Identify cost-saving opportunities and support continuous improvement initiatives. Reporting & Compliance

Maintain accurate operational and financial records.

Prepare reports for business reviews and client meetings.

What We're Looking For

Diploma or Bachelor's Degree preferred.

2-5 years of experience in Facilities Management, Property Management, Workplace Services, Contract Support, Operations Coordination, or related fields.

Experience managing vendors, maintenance activities, service requests, or workplace operations.

Strong administrative, financial, and reporting skills.

Proficiency in Microsoft Excel, Word, Outlook, and reporting systems.

Ability to manage multiple priorities in a fast-paced environment.

Strong communication and stakeholder management skills.

Detail-oriented with excellent problem-solving abilities.

Experience within Facilities Management, Real Estate, Property Services, Integrated Facilities Management (IFM), or Workplace Services environments is highly preferred.