Job Description
Position Overview:
The Facility Coordinator is responsible for the day-to-day operational management of the building, ensuring that all facility-related services are delivered efficiently, professionally, and in line with quality and safety standards. The role involves managing staff teams (security, cleaning), coordinating with external vendors and service providers (lawyers, contractors, suppliers), and maintaining oversight over procurement, quality assurance, and administrative tasks.
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Key Responsibilities:
1. Operational Oversight
•Supervise and coordinate the activities of in-house and out-sourced service teams including security personnel, cleaning crews, and landscape workers.
• Ensure adherence to schedules, standards, and policies by all operational staff.
• Monitor the facility’s control room and ensure proper staff performance, timely reporting, and emergency responsiveness.
• Support the Facility Director in implementing daily checklists, task assignments, and KPI tracking.
2. Vendor & Contractor Coordination
• Serve as the main point of contact for all external vendors and contractors including pest control, landscaping, legal consultants, and maintenance companies.
• Coordinate service schedules, access permissions, and follow-ups with service providers.
• Verify task completion and quality before payment release or reporting to management.
3. Procurement & Inventory
• Manage procurement procedures for cleaning supplies, uniforms, operational tools, and consumables.
• Prepare and process Purchase Orders (POs), collect quotations, and ensure proper approvals are obtained.
• Maintain updated records of vendor contacts, price lists, and supply inventories.
• Monitor and control store usage and stock levels, ensuring items are reordered proactively.
4. Legal & Administrative Support
• Liaise with legal advisors when needed on facility-related matters (e.g., contractor disputes, policy enforcement).
• Assist in preparing operational reports, notices, and official correspondence.
• Support internal audits and ensure that proper documentation is maintained for all operations.
• Prepare General Assembly meeting and follow up on documentation.
5. Quality Assurance & Compliance
• Perform routine inspections across all facility areas to ensure compliance with cleanliness, safety, and operational standards.
• Report non-conformities and follow up on corrective actions.
• Monitor staff punctuality, appearance, and behavior.
• Support training and orientation for new facility staff to ensure alignment with service expectations.
Qualifications:
Bachelor’s degree in Facility Management, Business Administration,
Proven experience (2+ years) in facility coordination, maintenance, or operations.
Strong organizational and problem-solving skills.
Excellent communication and interpersonal abilities.
Proficiency in Microsoft Office and facility management software (e.g., CMMS).
Knowledge of safety protocols and regulatory standards.
Physical Requirements:
Ability to walk, stand, and inspect facilities regularly.
Available for after-hours emergencies or weekend projects, if necessary.
The Facility Coordinator is responsible for the day-to-day operational management of the building, ensuring that all facility-related services are delivered efficiently, professionally, and in line with quality and safety standards. The role involves managing staff teams (security, cleaning), coordinating with external vendors and service providers (lawyers, contractors, suppliers), and maintaining oversight over procurement, quality assurance, and administrative tasks.
________________________________________
Key Responsibilities:
1. Operational Oversight
•Supervise and coordinate the activities of in-house and out-sourced service teams including security personnel, cleaning crews, and landscape workers.
• Ensure adherence to schedules, standards, and policies by all operational staff.
• Monitor the facility’s control room and ensure proper staff performance, timely reporting, and emergency responsiveness.
• Support the Facility Director in implementing daily checklists, task assignments, and KPI tracking.
2. Vendor & Contractor Coordination
• Serve as the main point of contact for all external vendors and contractors including pest control, landscaping, legal consultants, and maintenance companies.
• Coordinate service schedules, access permissions, and follow-ups with service providers.
• Verify task completion and quality before payment release or reporting to management.
3. Procurement & Inventory
• Manage procurement procedures for cleaning supplies, uniforms, operational tools, and consumables.
• Prepare and process Purchase Orders (POs), collect quotations, and ensure proper approvals are obtained.
• Maintain updated records of vendor contacts, price lists, and supply inventories.
• Monitor and control store usage and stock levels, ensuring items are reordered proactively.
4. Legal & Administrative Support
• Liaise with legal advisors when needed on facility-related matters (e.g., contractor disputes, policy enforcement).
• Assist in preparing operational reports, notices, and official correspondence.
• Support internal audits and ensure that proper documentation is maintained for all operations.
• Prepare General Assembly meeting and follow up on documentation.
5. Quality Assurance & Compliance
• Perform routine inspections across all facility areas to ensure compliance with cleanliness, safety, and operational standards.
• Report non-conformities and follow up on corrective actions.
• Monitor staff punctuality, appearance, and behavior.
• Support training and orientation for new facility staff to ensure alignment with service expectations.
Qualifications:
Bachelor’s degree in Facility Management, Business Administration,
Proven experience (2+ years) in facility coordination, maintenance, or operations.
Strong organizational and problem-solving skills.
Excellent communication and interpersonal abilities.
Proficiency in Microsoft Office and facility management software (e.g., CMMS).
Knowledge of safety protocols and regulatory standards.
Physical Requirements:
Ability to walk, stand, and inspect facilities regularly.
Available for after-hours emergencies or weekend projects, if necessary.
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