Facility & Project Coordinator

1. Job Summary

The Facility & Project Coordinator is responsible for coordinating day-to-day facility maintenance activities and supporting the planning, execution, and monitoring of facility-related projects across the company's restaurant outlets, confectionery production facilities, offices, warehouses, and other premises.

The role involves tracking maintenance requests, coordinating contractors and service providers, monitoring project timelines, maintaining documentation, and ensuring that assigned activities are completed efficiently and within approved budgets.

2. Key Responsibilities

A. Facility Operations Coordination

• Coordinate routine inspections and maintenance activities across company facilities.
• Receive, document, assign, and follow up on facility maintenance requests.
• Monitor the status of reported faults, repairs, and outstanding maintenance issues.
• Schedule servicing of equipment, electrical installations, plumbing, air conditioning, and other facility systems.
• Ensure that maintenance activities are completed within agreed timelines and properly documented.
• Escalate urgent repairs, safety concerns, and unresolved facility issues to the appropriate supervisor.
• Maintain an updated register of facility assets, maintenance schedules, and service history.

B. Project Planning and Coordination

• Assist in planning and coordinating facility-related projects, including renovations, repairs, installations, relocations, and new outlet setup.
• Develop and maintain project schedules, task trackers, and activity timelines.
• Coordinate meetings, site visits, project briefings, and progress reviews.
• Follow up with contractors, technicians, suppliers, and internal stakeholders to ensure timely completion of assigned tasks.
• Monitor project milestones and report delays, risks, and deviations from approved plans.
• Assist in tracking project deliverables against agreed specifications and requirements.
• Coordinate project handovers and ensure that relevant completion documents are obtained.

C. Contractor and Supplier Coordination

• Request quotations from approved contractors and service providers.
• Coordinate contractor access to company premises and communicate work requirements.
• Follow up on the delivery of materials, equipment, and services required for maintenance and projects.
• Monitor contractor attendance, work progress, and compliance with site requirements.
• Assist in verifying completed work against approved instructions and specifications.
• Maintain records of quotations, purchase requests, work orders, invoices, warranties, and contractor details.
• Escalate quality concerns, delays, or cost variations for review and approval.

D. Budget and Cost Monitoring

• Assist in preparing cost estimates and budgets for maintenance activities and assigned projects.
• Track approved project expenditure and compare actual costs against budget.
• Maintain records of quotations, approved expenses, invoices, and payment documentation.
• Flag unexpected costs, budget overruns, and unapproved expenditure.
• Support cost-saving initiatives by tracking recurring maintenance needs and identifying opportunities for improved coordination.
• Ensure that supporting documents are complete before submitting expenses for approval.

E. Health, Safety, and Compliance Support

• Coordinate facility inspections and document identified maintenance or safety issues.
• Follow up on corrective actions arising from facility inspections and risk assessments.
• Ensure contractors comply with applicable site safety procedures and access requirements.
• Monitor the completion of scheduled cleaning, pest control, waste management, and other facility service activities.
• Report hazards, unsafe conditions, and incidents promptly.
• Maintain relevant safety inspection records, service reports, and compliance documentation.
• Support efforts to maintain hygienic and functional environments suitable for food service and confectionery production.

F. Documentation and Reporting

• Maintain accurate records of maintenance requests, project activities, contractor performance, and outstanding issues.
• Prepare weekly updates on maintenance activities, project progress, pending tasks, and identified risks.
• Maintain project trackers showing assigned responsibilities, deadlines, status, and completion milestones.
• Document meeting minutes, site inspection findings, and agreed action points.
• Follow up on outstanding tasks and ensure that responsible parties provide updates.
• Prepare periodic reports for management review.

G. Internal Coordination and Stakeholder Support

• Liaise with restaurant operations, production, procurement, finance, and administration teams to coordinate facility requirements.
• Communicate maintenance schedules and project activities to affected departments.
• Minimise disruption to restaurant operations and production activities when scheduling repairs or installations.
• Support the Facility Manager or Operations Manager in implementing facility improvement initiatives.
• Perform other related coordination duties assigned by management.

3. Qualifications and Experience

• Bachelor's degree or HND in Facilities Management, Quantity Survey, Project Management, or a related discipline.
• Minimum of 5 years of experience in facilities coordination, project management, maintenance administration, or operations coordination.
• Experience with fit out and expansion project
• Experience coordinating contractors, vendors, maintenance activities, or small projects is an advantage.
• Basic understanding of project scheduling, cost tracking, and facility maintenance procedures.
• Proficiency in Microsoft Excel, Word, and other documentation or project-tracking tools.
• Familiarity with project management software is an advantage.

4. Required Skills and Competencies

• Strong coordination, planning, and organisational skills.
• Effective communication and stakeholder management.
• Good follow-up and task-tracking ability.
• Attention to detail and accurate documentation.
• Basic budgeting and cost-monitoring skills.
• Ability to manage multiple assignments and deadlines.
• Proactive problem-solving and escalation.
• Teamwork and willingness to learn.
• Ability to work on-site and conduct facility inspections when required.

5. Personal Attributes

The ideal candidate should be organised, dependable, proactive, and comfortable coordinating several activities simultaneously. The candidate must demonstrate strong follow-up skills, attention to detail, accountability, and the ability to work effectively with technical teams, contractors, and internal stakeholders.

Work Location: In person