Facilities Coordinator
Work Dynamics - Integrated Facilities Management
Responsibilities
- Create purchase order, compile all the quotation, delivery order, service report and invoices in compliance to all company/client procurement processes. Perform good receipt and submit month end accrual
- Support the Site lead in budgeting and forecasting of OPEX and CAPEX Works
- Support the Site lead in contract drafting and renewal process
- Verify and track timely submission and payment of vendor invoice
- Conduct and coordinate regular Vendor performance management scoring for the team. Maintain and developing good relationship with vendors and building management
- Support the team in sourcing and ad-hoc purchases
- Inventory management: Purchase and ensure the pantry, janitorial, and other office supplies are always in stock, keep track of inventory of events and other décor items
- Management of staff Season Parking application, termination & related services
- Monitor overall open and overdue Work order status
- Liaise with requestor and receptionist to support the development of and understand the requirements for each event, including coordination with team/vendors, last minute logistical needs, ensuring effective set-up/execution of event and providing course correcting instructions/directions, when needed. Assist in collecting post-event feedback from requester
- Space management – Manage and coordinate moves, additions, and changes within the office and to provide accurate and timely reports to both site lead and client
- Utilities consumption tracking
- Participates in Client EHS, BCP and ERT programs
- Provide good customer service and facilities support to client/ employee. Coordinate and handle request/ feedback, with prompt respond and follow up
- Any other ad-hoc duties as assigned whenever required depending on business requirements
- Escalate urgent issues identified through to the Facilities Manager
Qualifications/requirements
- Minimum of 2 years of related experience and/or training. Prior vendor supervisory experience preferred.
- Diploma/Degree in Tourism/Hospitality/Business Administration or other relevant fields
- Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers
- Ability to effectively present information
- Ability to comprehend, analyse, and interpret service agreement documents. Requires advanced analytical and quantitative skills
- Prior facilities coordination experience & basic technical knowledge on office facilities are ideal
- Proactive, detail-oriented with excellent time management skills
- Team player who is willing to learn, with proven performance in problem-solving and a track record of being able to work independently and multi-task in a fast-paced environment
- Standby for activation or coordination after office hours when required
