Job Description

Facilities Coordination

• Coordinate day-to-day facilities operations including maintenance requests, repairs, and service activities.
• Assist in scheduling preventive maintenance for building systems, equipment, and infrastructure.
• Track and follow up on facility-related issues to ensure timely resolution.
• Support space planning, layout coordination, and office arrangements.

Vendor & Service Management

• Coordinate with vendors, contractors, and service providers (e.g., cleaning, landscaping, security, maintenance).
• Raise purchase orders (POs), track invoices, and ensure timely payment processing.
• Maintain vendor records, contracts, licenses, and performance documentation.
• Ensure vendors comply with safety regulations, site policies, and contractual terms.

Administrative Support

• Maintain accurate records of maintenance logs, service reports, contracts, compliance documents, and asset inventories.
• Prepare and compile monthly facilities reports for management, finance, and corporate teams.
• Assist in budget tracking, cost control, and expense reconciliation.
• Manage documentation for audits, inspections, and compliance requirements.

Compliance & Safety Support

• Support compliance with local regulations (including Bomba where applicable) and international standards.
• Assist in maintaining records related to safety programs such as:
  • First Aid and emergency response
  • Hazardous materials (Hazmat)
  • Lock-out/Tag-out (LOTO)
  • Safety Data Sheets (SDS)
• Coordinate facilities inspections, safety audits, and corrective action tracking.
• Support disaster recovery planning documentation and readiness activities.

Facilities & Infrastructure Support

• Assist in monitoring HVAC, lighting, utilities, and communication systems.
• Coordinate minor renovation, repair, and installation works.
• Support project documentation for facility upgrades, moves, and expansions.

Communication & Liaison

• Act as a point of contact between employees, facilities team, and external vendors.
• Coordinate with internal stakeholders across departments regarding facility-related needs.
• Liaise with building management, landlords, and relevant authorities when required.

Qualifications & Requirements

• Diploma or Degree in Facilities Management, Business Administration, Engineering, or related field.
• 2–5 years of experience in facilities coordination, administration, or office operations.
• Basic knowledge of facilities systems (HVAC, maintenance processes, utilities).
• Familiarity with safety and regulatory requirements (e.g., OSHA, local authority standards).
• Proficiency in MS Office (Excel, Word, PowerPoint); experience with CMMS or facilities systems is an advantage.