Senior Facilities Coordinator

Roles & Responsibilities

Senior Facilities Coordinator

The Senior Facilities Coordinator will assist the Facilities Manager/Assistant Facilities Manager/Site Lead with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support to the team.

MAJOR RESPONSIBILITIES

Client & Stakeholder Management

• Provide superior customer service to meet on-site client expectations.
• Ensure client satisfaction is second nature, taking on difficult issues and seeking opportunities to improve operations.
• Maintain constant communication with the team to achieve key performance metrics and meet service level agreements.
• Interact with general client staff and vendors with ease.
• Manage conflict and conflicting priorities effectively.
• Demonstrate a proactive and professional approach to customer service.
• Possess a customer-oriented attitude.

Project Coordination & Post-Occupancy Projects (POP)

• Assist in the coordination and management of Post-Occupancy Projects (POP). This involves prioritising and managing the completion of projects in an efficient and timely manner, and contributing to the implementation of Industry Best Practice operations and efforts to reduce costs and improve operational standards.
• Provide administrative support for Post-Occupancy Project (POP) activities.

Procurement & Vendor Management

• Assist in the management of all contractors on site to ensure they perform to required standards, including inspecting vendors' works.
• Ensure vendor invoice processes comply with standards.
• Work with vendors to deliver efficient services.
• Coordinate Post-Occupancy Project (POP) related to procurement and vendor engagements.

Finance Management

• Assist in financial processes to ensure all financial management requirements are completed in a timely and accurate manner.
• Manage and process Post-Occupancy Project (POP) related financial aspects, ensuring accuracy and adherence to financial procedures.
• Manage Invoices for Utilities, Maintenance and repairs, Cleaning and janitorial services.
• Ensures that all received Invoices and Delivery Orders are filed for safekeeping
• Ensures that Pantry and Stationery supplies are well maintained thru proper inventory and place orders to avoid any shortage of supply

Health & Safety Management

• Conduct regular audits to ensure safety procedures on site are in place and working.
• Assist in carrying out safety procedures when needed.

Site Operations & Maintenance

• Assist in the implementation of Industry Best Practice operations.
• Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained.
• Seek ways to constantly reduce costs and improve operational standards.
• Maintain premises in neat and good working condition at all times.
• Maintain duplicate office keys in good order.
• Assist with receptionist coverage from time to time.
• Provide FM support for meeting room bookings where required.
• Coordinate with pantry staff to ensure that pantry items are always in stock.
• Achieve Key Performance Indicators and Service Level Agreement targets.

CANDIDATE SPECIFICATION

• Prior experience in facilities, property management, hospitality or related field preferred.
• Knowledge of local occupational health and safety requirements, critical facilities, and vendor management for specialized services is advantageous.
• Understanding of basic technical aspects of property (e.g., Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous.

Critical Competencies for Success

Firm First Mindset:

• Able to cooperate and work well with others to meet targets.
• Support the team effectively as and when needed.
• Proven ability to commit to flawless execution while complying with firm's procedures and standards.

Client Focus & Relationship Management:

• Able to interact with the general client staff & vendors with ease.
• Ability to manage conflict and conflicting priorities.
• Demonstrates ability to work with vendors to deliver efficient services.
• Demonstrates proactive & professional approach to customer service.
• Has a customer-oriented attitude.

Project Management & Organizational Skills:

• Proven ability to manage multiple and complex operational matters on a daily basis.
• Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner.

Other Personal Characteristics

• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively.
• Ability to effectively deal with stressful situations.
• Able to work independently.
• Self-motivated; confident & energetic.
• Flexible – able to adapt to rapidly changing situations.
• Goal-oriented – able to focus on meeting all performance targets.
• Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener.
• Exhibits honesty & trustworthiness.

Tell employers what skills you have

Property Management
Financial Management
Fire Protection
Property
Purchasing
Electrical
Procurement
Vendor Management
Project Management
Audits
Administrative Support
Stakeholder Management
Occupational Health
Conflict
Able To Work Independently
Hospitality

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