Job Purpose

To provide administrative and coordination support to the Facilities team, ensuring efficient daily operations, vendor management, compliance tracking, and maintenance coordination across all facilities while supporting safety, regulatory, and corporate requirements.

Key Responsibilities

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.