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.