Role Summary

• The Facilities Coordinator is responsible for coordinating and overseeing all aspects of facility management within an organization.
• This includes managing the maintenance and repair of facilities, ensuring compliance with health and safety regulations, coordinating office moves, overseeing janitorial services, managing building security systems, and maintaining working relationships with external vendors.
• The Facilities Coordinator ensures that all facilities and equipment are well-maintained, operational, and aligned with organizational needs.

Responsibilities

• Coordinate and oversee day-to-day facility maintenance and repair activities, including managing work orders, assigning tasks to maintenance technicians, and ensuring completion within specified timelines.
• Monitor and maintain building systems, including HVAC, plumbing, electrical, and general infrastructure, to ensure proper functioning and adherence to safety regulations.
• Develop and implement preventive maintenance programs to minimize downtime and prolong the lifespan of equipment and facilities.
• Coordinate office moves and reconfigurations, including furniture arrangements, IT infrastructure setups, and ensuring a seamless transition for employees.
• Oversee janitorial services, ensuring that cleaning schedules are followed, and maintaining a clean and sanitary working environment.
• Manage building security systems, including access control, surveillance, and alarm systems, ensuring the safety and security of employees, assets, and facilities.
• Develop and maintain strong relationships with external vendors, including maintenance service providers, contractors, suppliers, and utility companies, to ensure prompt and efficient service delivery.
• Maintain accurate records of facility-related activities, including maintenance schedules, work orders, warranties, and equipment inventory.
• Monitor facility-related budgets and expenses, identifying cost-saving opportunities without compromising quality and safety.
• Stay updated with the latest trends and best practices in facility management, making recommendations for process improvements and implementing innovative solutions.

Qualifications

• Bachelor’s degree in facilities management, business administration, or a related field preferred. Relevant certifications in facility management would be a plus.
• Proven experience in facility management or a similar role, demonstrating a strong track record of successfully coordinating facility-related activities.
• Strong knowledge of building systems, maintenance practices, and regulatory compliance in facility management.
• Excellent organizational and project management skills, with the ability to prioritize tasks and meet strict deadlines.
• Effective communication and interpersonal skills, with the ability to interact with internal stakeholders, external vendors, and employees at all levels of the organization.
• Strong problem-solving and decision-making abilities, with attention to detail and the ability to handle multiple tasks simultaneously.
• Proficient in using facilities management software, computer-aided facility management (CAFM) systems, and Microsoft Office Suite.
• Knowledge of health and safety regulations and compliance requirements in facilities management.
• Ability to work independently and as part of a team, with a customer-service mindset and a proactive approach to resolving facility-related issues.
• Flexibility to work outside normal business hours when needed, including evenings and weekends, to oversee facility-related emergencies or projects.