Facilities Coordinator

Facilities Coordinator (Hard Service) will be responsible for the daily operation of the management office based on the client site. Key to this role will be to provide a first-class service to tenants, clients, vendors, internal staff and visitors. The Facilities Coordinator will be the first point of contact for client queries, maintain files and financial records and prepare management information relating to the contract.

• Manage the general day to day running and administrative duties.

• Interface with the landlord for provision of services in lease

• Assists in scheduling meetings and conferences

• Manage the internal planting and external landscaping suppliers.

• Manage all aspects associated with the existing cleaning contractors and their services.

• Waste Management, to include general building refuse, skips and recycling.

• Management of all access control systems that will include visitor passes, employee passes, card reader access and all related contracts etc. Check-in and check-out of employees

• Manage day to day postal duties and be point of contact for any queries

• Manage all work orders created on Service Insight relating to the sites and delegate accordingly ensuring that the SLA is met.

• Assist Facilities Manager to tender/negotiate/contracts with Service Suppliers.

• Manages vendor relationships and trains vendors on work order and billing procedures.

• Basic accounting and bookkeeping for facility/admin invoices; code and allocate to responsible Cost Centres, check invoices. Raising PO, payment request in the system and follow up.

• Assists in the preparation of operating and capital budgets

• Identify quality improvements in processes and procedures and implement where necessary.

• Coordinating and supervising preventive maintenance relating to the HVAC / ACMV installation, equipment and other related operating functions, such as housekeeping, landscape maintenance, security cameras, roller shutters, dock levelers, turn-stiles, lifts, etc (if any)

• Receptionist tasks if required

• Other tasks as assigned

• At least 3-year experience in relevant roles as Facilities Officer. Engineering facility background is a plus

• Excellent accuracy and attention to detail

• Numerical skills

• Good oral and written communication skills- including the ability to write routine reports and correspondence respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

• Team player

• PC literacy is essential, in presentation, word processing and spreadsheet programs.

• Good at English in verbal and writing

• A basic knowledge and understanding of finance are required.

• Working knowledge of facilities maintenance and operations.

• Strong computer skills to operate various technical computer systems. Proficiency in Microsoft Office software to include Word, Excel, PowerPoint, and the Internet.

• Demonstrated ability in integrated logistical planning of facilities-related projects. Skill in planning and coordination of complex assignments and projects across multiple organizational units.

• Ability to organize workflow and coordinate activities within the office and other departments.

• The ability to work under pressure and handle stressful situations

• Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages