Senior Coordinator - Facility

Job Title

Senior Coordinator - Facility

Job Description Summary

The Senior Facility Coordinator is responsible for overseeing day-to-day facility operations, ensuring a safe, efficient, and compliant workplace environment. The role involves close coordination with landlord, managing vendor services, maintenance activities, statutory compliance, safety requirements, and supporting business continuity across assigned facility.

Job Description

Facility Operations

• Manage daily facility operations to ensure smooth functioning of office infrastructure and services.
• Monitor preventive and corrective maintenance activities for HVAC, electrical, plumbing, UPS, FAS etc.
• Conduct regular facility inspections and identify operational risks.
• Coordinate workplace readiness and support business requirements.
• Prepare monthly muster roll and submission for the wages.

Vendor Management

• Manage housekeeping, cafeteria, pest control, transport, and other facility service providers.
• Track vendor performance against SLAs and KPIs.
• Review service reports and ensure timely corrective actions.
• Process work orders, purchase requests, and service invoices on time.

Health, Safety & Compliance

• Ensure compliance with local regulations, building standards, and company policies.
• Conduct safety audits and workplace inspections.
• Support emergency response planning, fire drills, and evacuation exercises.
• Ensure all statutory certifications and permits are maintained and renewed on time.

Asset & Infrastructure Management

• Maintain facility asset inventory and records.
• Coordinate repairs, replacements, and upgrades of facility equipment.
• Support space planning and workplace improvement initiatives.

Stakeholder Management

• Act as the primary point of contact for facility-related issues.
• Coordinate with landlords, building management, contractors, and internal stakeholders.
• Ensure timely resolution of employee service requests and escalations.

Financial & Reporting Responsibilities

• Monitor facility-related expenses and budgets.
• Review and validate vendor invoices.
• Timely submission of monthly office rental invoice to avoid any interest from landlord.
• Prepare monthly reports covering maintenance activities, incidents, compliance status, and cost management.
• Identify opportunities for operational efficiency and cost savings.

Project Coordination

• Support office moves, expansions, renovations, and facility improvement projects.
• Coordinate project schedules, contractors, and stakeholder communications.

Qualifications

• Bachelor's Degree or Diploma in Facilities Management, Engineering, Business Administration, or related field.
• Minimum 3-5 years of experience in Facilities Management, Workplace Services, or Building Operations.

Required Skills

• Facility Operations Management
• Vendor & Contract Management
• Health, Safety & Environment (HSE)
• Project Coordination
• Budget Management
• Workplace Services
• Strong Communication & Stakeholder Management
• Problem Solving and Decision Making
• MS Office and Facilities Management Systems

INCO: “Cushman & Wakefield”