Facility Coordinator

Job Title

Job Description Summary

Job Description

Main responsibilities:

• Welcoming and greeting guests and clients at the reception.
• Taking care of common areas, delivering pristine standards and high quality of cleaning, safety and security in the office space, with close liaison with cleaning operatives and other vendors.
• Performing daily duties in line with contractual scope of work and KPI.
• Management of parking reservations, as well as  support the office staff.
• Raising purchase orders in the client's internal platform Ariba
• Monitor monthly spending, seek cost avoidance and service delivery improvements
• Prepare annual budgets based on current expenses.
• Handling inbound and outbound calls.
• Managing work orders platform (FAMIS), logging, responding and closing the tasks within scheduled timelines.
• Report any equipment failures and monitor its repair.
• Monthly inspection of the facility (office space) (FAMIS 360). Preparation of reports and presentations.
• Benchmark the market to find the best supplier
• Printing, distribution, programming, issuing and disposal of access cards.
• Monitor pantry stock, order office equipment and food supply items.
• Monitor, arrange and execute statutory and preventing maintenance works in line with PPM calendar.
• Attend technicians and supervise any planned preventive inspections.
• Couriers and incoming parcels handling. Handling of mailings, assisting the mailing room and personal customer service
• Maintaining seamless relationship with suppliers, service providers, landlord, technical team and reporting any discrepancies/Clientâ™s requests.
• Organize service review meetings with the suppliers
• Support emergency evacuation plans and fire drills in capacity as fire Marshal
• Support for head office, agency and brokerage events (room, catering organization, etc.).
• Support Account Finance team and C&W Facility Manager in operational financial processes.
• Other ad-hoc tasks (scanning, printing, organization of storage etc.)

REQUIREMENTS/EXPERIENCE

• Minimum high school or similar education
• 1-3 years of experience in a front office role
• Active, fluent English
• Customer-oriented attitude
• Ability to concentrate
• Multitasking
• Empathy
• Troubleshooting
• Helpfulness
• Positive attitude to work
• Problem-solving skills
• Independence
• Precision, accuracy