Facilities Coordinator

We are seeking a proactive and service-oriented Facilities Coordinator to support the Facilities Manager and Soft Services Manager in the day-to-day management of workplace operations and soft services. This role is responsible for coordinating facilities-related administrative, operational and vendor management activities to ensure a safe, efficient and well-maintained workplace environment.

The Facilities Coordinator will play a key role in supporting service delivery standards, workplace amenities, sustainability initiatives and operational excellence while ensuring compliance with company, client and regulatory requirements.

What your day-to-day will look like:

• Support the daily operations of Facilities and Soft Services, ensuring compliance with health and safety, environmental, company and client requirements.

• Coordinate workplace amenities including lockers, pantry services, coffee machines, water coolers, uniforms, pest control, waste management, mailroom and carpark operations.

• Manage pantry consumables and office supplies, including ordering, receiving, inventory monitoring and stock takes.

• Support vendor management activities to ensure services are delivered in accordance with contractual obligations, service standards and client expectations.

• Conduct routine inspections of common areas, public walkways, external areas and vendor works, identifying service gaps and coordinating corrective actions where necessary.

• Support Helpdesk and Corrigo requests by tracking, following up and ensuring timely closure within agreed service levels.

• Assist with permit applications and support the review of Risk Assessments (RA), Method Statements (MS) and permit-to-work documentation.

• Coordinate invoice submissions, verification and corrections with vendors and stakeholders to support timely month-end closure activities.

• Raise Purchase Orders (POs) and Goods Receipts (GRs), maintain invoice tracking records and follow up on outstanding items.

• Prepare monthly Soft Services reports, including operational updates, KPI tracking and service performance reporting.

• Maintain organised filing systems for contracts, invoices, reports and facilities-related documentation.

• Support meetings, events and conferences, including room setup, facilities coordination and catering arrangements.

• Promote sustainability initiatives including recycling, waste reduction and energy conservation programmes.

• Build strong working relationships with stakeholders, vendors and service partners while responding to feedback and service issues professionally.

Required Qualifications:

• Diploma or Degree in Facilities Management, Building Management, Business Administration, Hospitality or a related discipline.

• Minimum 2 years and up of relevant experience in facilities management, soft services, workplace operations or a similar environment.

• Good understanding of facilities operations, vendor coordination and workplace services.

• Strong communication and interpersonal skills with the ability to engage effectively with stakeholders and service providers.

• Proficient in Microsoft Office applications, particularly Excel, Word and Outlook.

• Ability to manage multiple tasks, prioritise effectively and work in a fast-paced environment.

• Class 3/3A driving licence is required.

Preferred Qualifications:

• Experience using facilities management systems such as Corrigo or similar Helpdesk platforms.

• Basic knowledge of permit-to-work processes, Risk Assessments (RA) and Method Statements (MS).

• Familiarity with invoice processing, Purchase Orders (POs) and Goods Receipts (GRs).

• Experience supporting workplace events, meetings and conference coordination.

• Understanding of sustainability initiatives and workplace environmental programmes.

• Strong organizational and documentation management skills.

• Ability to work collaboratively within a team-oriented environment.