Facilities Coordinator

Role Overview

The Facilities Coordinator supports the day-to-day operations and service delivery of the facility, ensuring the workplace is clean, safe, functional and maintained to the required standards.

The role involves conducting regular floor inspections, monitoring and coordinating facilities service requests through the GUTS FM platform, and supporting the Facilities/Soft Services team in overseeing cleaning vendor performance and service delivery.

Key Responsibilities

1. Floor & Facility Inspections

• Conduct regular floor inspections across assigned areas to identify cleanliness, maintenance, safety and workplace issues.
• Monitor common areas, meeting rooms, pantries, washrooms, gym and other facility spaces to ensure they meet required standards.
• Record and follow up on defects, housekeeping issues and other observations.
• Escalate urgent or recurring issues to the Facilities Manager or relevant service provider.
• Conduct follow-up inspections to ensure corrective actions are completed.

2. GUTS FM Platform / Ticket Management

• Monitor the GUTS FM platform for incoming facilities service requests and tickets.
• Review, assign and follow up on tickets with the relevant internal teams, technicians or vendors.
• Track ticket status and ensure requests are closed within the agreed service levels.
• Identify overdue, recurring or unresolved tickets and escalate where required.
• Maintain accurate ticket records and provide updates to the Facilities team.

3. Cleaning Vendor Support

• Support the Facilities Manager in overseeing the day-to-day performance of the cleaning vendor.
• Conduct routine checks on cleaning standards, manpower deployment and service delivery.
• Monitor cleaning activities and ensure agreed cleaning schedules and frequencies are followed.
• Highlight gaps in cleaning performance and coordinate corrective actions with the cleaning vendor's supervisor.
• Support vendor inspections, service reviews and performance tracking.
• Assist in verifying cleaning-related complaints and ensuring timely resolution.

Key Performance Areas

• Timely completion and follow-up of facility inspections.
• Effective monitoring and closure of GUTS FM tickets.
• Cleaning service quality and vendor responsiveness.
• Timely escalation and resolution of recurring issues.
• Accurate documentation and reporting.
• Positive workplace experience and stakeholder satisfaction.

Requirements

• Relevant qualification in Facilities Management, Building Management, Hospitality, Operations or a related field.
• Previous experience in facilities, workplace operations, hospitality, housekeeping or vendor coordination is preferred.
• Good organizational and follow-up skills.
• Comfortable using FM platforms, ticketing systems.
• Strong communication and interpersonal skills.
• Able to work independently while coordinating effectively with vendors and internal stakeholders.
• Good attention to detail with a proactive approach to identifying and resolving issues.

Preferred Attributes

• Hands-on and visible – willing to be on the floor rather than relying solely on reports.
• Proactive – identifies issues before they become complaints.
• Detail-oriented – able to spot cleanliness, maintenance and service gaps.
• Strong follow-through – ensures issues are properly closed, not just acknowledged.
• Service-minded – understands the importance of workplace experience and customer service.
• Team player – works closely with Facilities, vendors and workplace stakeholders.