Facilities Coordinator Soft Services

**Facilities Coordinator Soft Services**

**Job ID**
- 231323

**Posted**
- 28-Jul-2025

**Service line**
- GWS Segment

**Role type**
- Full-time

**Areas of Interest**

Facilities Management

**Location(s)**

Singapore - Singapore
- **Oversee daily site operations and soft services to ensure seamless facility management and vendor performance.**:

- **Enforce health, safety, and emergency protocols with timely incident reporting and compliance checks.**:

- **Support procurement, documentation, and administrative tasks to maintain audit readiness and service excellence.**

**About CBRE**

CBRE is the world's leading and largest commercial real estate services and investment firm, servicing over 90% of the world’s Fortune 100 companies. Our Global Workplace Solutions division (GWS) is comprised of the best and brightest industry professionals, at the forefront of innovation, and highly invested in the development and unique needs of our diverse employees and global clients.

**The Role**

As a CBRE Facilities Coordinator, you will work with clients, vendors, and contractors to ensure that facility tasks and work orders are complete.

This job is a part of the Facilities Management functional area which focuses on all aspects of the operations of a set of assets, providing support to the Property Managers regarding all repairs and investment plans.

**A typical day may involve;**

**Site Operation Management**
- Coordinate and lead soft services team on managing janitorial, landscaping, pest control, F&B, event, reception, mailroom and other facilities soft services essential to ensure 100% completion of preventive and corrective maintenance within SLA.
- Maintaining and provide reports including but not limited to operation trackers, site inspection and data compilation.
- Support Facilities Manager on escorting vendors for all maintenance activities in the event that Facilities Manager is not available.
- Leading the reception, mailroom and janitorial team in conducting scheduled inspections and audits of all essential building systems.
- Support any other facilities management related duties including during critical activities like annual power shut down, fire drill and troubleshooting work.
- Conduct daily site walk-about on inspections of workplace cleanliness, pantry, restrooms, and shared spaces, submitting inspection checklists.
- Ensure all new hire workstations and equipment are 100% ready at least 1 working day before the onboarding date, access passes, and welcome kits.
- Provide onsite support for any planned and unplanned out-of-hours working.
- Escalate any high-risk issues or critical failures to the Facilities Manager immediately with incident documentation submitted within 2 hours.

**Health & Safety Management**
- Observe and report all near misses and incidents within 30 minutes of occurrence with a formal incident report submitted within 24 hours.
- Adhere to and enforce all site-specific emergency and security procedures.
- Participate in 100% of emergency drills and ensure area compliance is up to date.
- Immediately notify relevant authorities of incidents, with a response time of under 10 minutes.
- Ensure 100% vendor and contractor compliance with site safety procedures including confined space entry, hot works, and electrical isolation permits.
- Conduct safety inspections using proper checklist.
- Minimum 1 safety observation submission per month in Harbour platform.

**Procurement Support**
- Source and call for a minimum of 3 quotations per request for soft services engineering-related materials or services unless directed otherwise.
- Submit quotation evaluations and recommendations to the Facilities Manager within 2 working days of request.
- Raise Purchase Orders (POs) in line with CBRE/client procurement policies, tracking PO number, delivery status, and invoice closure.
- Maintain a soft services engineering procurement tracker, including requestor, item/service, vendor, cost, PO delivery, and invoice/payment status.
- Ensure all soft services procurement files are audit-ready, with no missing documentation or unauthorized purchases.

**Vendor Management (Soft Services)**
- Liaise with third-party contractors and service providers (e.g. janitorial, landscaping, pest control, F&B, event, reception, mailroom, etc.) for scheduled and ad-hoc works.
- Ensure zero service disruptions due to vendor non-performance or poor coordination.
- Verify contractor attendance, scope execution, and safety compliance on-site, recording findings in a daily logbook.
- Enforce strict contract compliance, verifying that all vendors meet agreed scope, quality, frequency, and safety protocols. Any breach must be documented and escalated immediately.
- Submit monthly vendor performance reports with photos, checklists, and incident logs to Facilities Manager by the 5th working day of the month.
- Ensure vendors adhere to site-specific safety, security, and access procedures, and maintain updated re