Facilities Coordinator

Facilities Coordinator in daily operations of offices. Serve as a point of contact for employees, visitors, vendors, assisting the Facilities Manager, ensuring that the workplace is welcoming, compliant, and functioning at the highest standard.

ESSENTIAL DUTIES:

Facilities & Vendor Coordination

• Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
• Liaise with vendors and contractors for routine maintenance, repairs, and services.
• Log and track all operational and maintenance activities via CMMS system.
• Support the Local FM with data collection for dashboards and reporting, such as environmental and statutory.
• Assist with contract scope review and manage certificate of insurance data.
• Liaison with landlord staff regarding vendor access, permits RAM’s etc.

Operational & Administrative

• Perform inspections of properties routinely to ensure workplace is in compliance, maintenance is being performed, level of cleaning is at highest standards.
• Track and manage KPI & SLA levels.
• Assist in budget development.
• Review and assist with invoice review, coding to appropriate budget category & invoice input into accounting system.
• Assist Project team with employees as applicable.
• Maintain data base of occupancy, ensuring floor plans and seating are current.
• Assist in development of monthly financial and operating reporting.
• Track and upload environmental & utility data into client’s environmental system.
• Attend tenant meetings and liaison with landlord’s property team.

Health, Safety & Compliance

• Act as support for Health & Safety activities (following training), supporting EH&S activities, communications, and policy enforcement.
• Conduct or participate in periodic safety inspections and risk assessments.
• Upload data & inspections to compliance SharePoint site.
• Identify safety issues, notify supervisors, and follow up on corrective actions.
• Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting.
• Ensure contactors are submitting proper RAMS and documentation.
• Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.

Front-of-House & Office Operations (May be asked to assist as a back-up to Receptionist)

• Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
• Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
• Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
• Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).

Additional Responsibilities

• Own and manage internal communications channels for facilities updates and alerts.
• Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.
• Be available to assist with operational/emergency situations, which could occur after hours.

SKILLS, EDUCATION AND EXPERIENCE:

• Outstanding Customer Focus
• Pro Active / Team Player
• Flexible and energized
• On-site presence during working hours
• Good communications skills both oral and written
• IT Literate (MS Suite including Teams, Excel, Word)
• Prior Occupational Health & Safety Training is a plus

WORK SETTING:

• Competitive Salary
• Modern working environment
• Supportive and customer focused environment
• Safety culture