Summary Of Duties & Responsibilities
The Facilities Coordinator (FC) is responsible for ensuring an exceptional and professional experience for all staff, vendors, and guests by managing the cleanliness, safety, comfort, and overall appearance of the assigned area. This role requires providing excellent customer service, effective communication, and a proactive, problem-solving approach. The FC will act as a key support person, performing tasks either personally or through vendors.
Key Responsibilities
- Client Experience & Communication: Provide proactive, memorable, and exceptional service to all clients (internal and external). This includes promptly and courteously responding to inquiries, building professional relationships, anticipating needs, and maintaining clear, consistent, and timely communication both in-person and via email.
- Facility Operations & Management: Oversee the broad spectrum of facilities and building management, including hard and soft services, transport, and waste management. Maintain up-to-date knowledge of office procedures, building facilities, and emergency response protocols.
- Proactive Site Inspections & Upkeep: Conduct regular site inspections and patrols to proactively identify cleanliness issues, safety/security hazards, and maintenance needs. Ensure prompt remedy, either through self-performance or vendor coordination, to increase overall site upkeep and maintain the highest standards.
- Workplace Safety & Reporting: Act as the eyes and ears for the EHSS and operations teams, reporting and logging unusual occurrences (property damage, injuries, theft) and preparing detailed, error-free incident reports within policy guidelines.
- Project Coordination & Administration: Perform tasks related to finance, general administration, space planning, and event management. Manage and coordinate office moves and modifications to support workspace changes.
- Team Support & Coverage: Provide back-up support and coverage for absent team members, and offer emergency on-site attendance when required.
Critical Competencies
- Attitude: Proactive, positive, solution-oriented, and enthusiastic.
- Client Focus: Professional, customer service-oriented, able to interact with all staff levels, and capable of managing conflict constructively.
- Leadership & Collaboration: Able to lead groups effectively and work collaboratively as part of a team.
- Organizational Skills: Excellent planning, organizational skills, ability to prioritize work, meet tight deadlines, and manage multiple operational matters.
- Problem Solving: Capacity to deal with ambiguity, solve problems effectively, think analytically, and employ holistic, long-term solutions.
- Personal Characteristics: Strong verbal and written communicator (English & local language), active listener, skilled in using positive language, self-motivated, and passionate about quality and detail.
