Facilities Coordinator Executive

The Facilities Coordinator Executive is responsible for coordinating and assisting to support the day-to-day facilities operations, maintenance activities, and improvement works to ensure that the premises, building systems, equipment, and facilities are maintained in a safe, reliable, and efficient condition.

The role involves coordinating contractors and service providers, monitoring maintenance and project works, assist in preparing tender and quotation documents, managing facilities-related feedback, monitoring expenditure, and ensuring compliance with applicable statutory requirements, workplace safety standards, and organisational policies.

Key Responsibilities

• Maintain proper records of maintenance schedules, inspection reports, service contracts, and completed works.
• Verify completed works and service reports before processing invoices and recommending payments.
• Monitor service contract performance and ensure that contractors fulfil their contractual obligations.
• Maintain an updated register of contractors, service agreements, warranties, and maintenance contracts.
• Assist to plan and coordinate preventive maintenance, corrective maintenance, and repair works.
• Manage and update staff duty roster and attendance in the Whyze time attendance system.
• Prepare quotation comparison summaries, tender assessment reports, and recommendations for management's review and approval.
• Coordinate site meetings, project inspections, progress updates, and handover arrangements.
• Follow up on outstanding defects, rectification works, and warranty matters.
• Ensure facilities operations and maintenance works comply with applicable statutory requirements, workplace safety standards, and internal procedures.
• Maintain relevant inspection records, certificates, permits, and compliance documentation.
• Support emergency preparedness, incident reporting, and business continuity arrangements.
• Assist in preparing annual operating budgets, maintenance budgets, and capital expenditure proposals.
• Monitor maintenance expenditure, project costs, and contract commitments against approved budgets.
• Prepare purchase requisitions, work orders, quotation summaries, payment recommendations, and management reports.
• Attend to facilities-related feedback, complaints, and service requests from users, members, tenants, staff, as applicable.
• Perform other related duties as assigned by HOD and management.

Qualifications and Requirements

• Diploma or equivalent certificate in Facilities Management, Building Services, Mechanical or Electrical Engineering, Property Management, or a related discipline.
• Relevant experience in facilities management, building maintenance, property operations, or project coordination.
• Good knowledge of building services, maintenance practices, contractor management, and project coordination.
• Experience in preparing tender documents, quotation comparisons, tender assessment reports, and maintenance budgets is an advantage.
• Familiarity with workplace safety requirements, statutory compliance, and contract administration.
• Proficient in Microsoft Office applications, particularly Excel, Word, Power Point and Gmail.
• Strong communication, coordination, analytical, and problem-solving skills.
• Able to work independently, manage competing priorities, and coordinate with colleague effectively.
• Willingness to respond to urgent facilities issues outside normal working hours, where required.