Overall Role
The Senior Facilities Coordinator serves as a key operational lead responsible for facilities management oversight, vendor coordination, and ensuring compliance with service standards. This role focuses on back-of-house operations, technical coordination, and maintaining operational excellence across the BCG Singapore office. The position operates as an individual contributor with direct accountability to the client.
Duties & Responsibilities
Primary Scope of Work
Facilities Management Operations:
- Oversee day-to-day back-of-house (BOH) operations for assigned level(s)
- Manage preventive maintenance (PPM) programs and ensure timely execution
- Coordinate reactive work orders and ensure prompt resolution
- Conduct quality inspections for Workplace Office
- Oversee locker management systems
- Coordinate with Building Management Office (BMO) on facility matters
- Supervise site operations and ensure compliance with operational standards
- Manage minor project works from initiation to completion
Vendor Management:
- Manage relationships with 5 event-related vendors
- Coordinate with 4 Managing Agent scope vendors
- Process purchase orders (PO) and manage billing for vendor services
- Conduct vendor performance reviews and quality assessments
- Ensure vendor compliance with service level agreements (SLAs)
- Escort and supervise vendor activities on-site as required
Health, Safety, Security & Environment (HSSE):
- Lead HSSE incident reporting and management
- Ensure compliance with safety regulations and protocols
- Coordinate emergency response procedures
- Escalate operational risks and emergencies directly to BCG as per governance structure
Events Coordination:
- Coordinate event logistics including vendor purchase orders
- Support event setup and execution in collaboration with Workplace Executive
- Manage post-event vendor coordination and site restoration
Supporting Scope of Work
- Support pantry and café operations as needed
- Assist with meeting room preparation coordination
- Provide backup support for office supplies management
- Support catering logistics for events
- Collaborate with Workplace Ambassadors on integrated service delivery
Reporting Requirements
Regular Reports:
- HSSE incident reports
- FM operational performance metrics
- Financial reports including budget tracking and billing reconciliation
- PPM completion status and compliance tracking
- Utilities consumption analysis
- Attendance and site supervision logs
- SharePoint tracker updates for facilities management activities
Key Accountabilities
Client Relationship Management:
- Maintain direct reporting relationship with Client's POC
- Participate in day-to-day operations reporting and performance reviews led by Client
- Support Client-led innovation and continuous improvement frameworks
- Ensure alignment with modified governance structure impacting KPI/SLA delivery
Operational Excellence:
- Ensure consistent service delivery across all facilities management functions
- Drive compliance with operational standards and procedures
- Identify and implement process improvements
- Maintain comprehensive documentation of all FM activities
Collaboration:
- Work closely with Mobile Technician on technical matters
- Coordinate with Workplace Executive and Workplace Ambassadors on integrated services
- Collaborate with multiple JLL points of contact per revised contract structure
Candidate Specification
Experience:
- Minimum 5-7 years in facilities management, preferably in corporate or commercial real estate environments
- Proven experience managing multiple vendor relationships simultaneously
- Strong background in preventive maintenance program management
- Experience with HSSE compliance and incident management
- Track record of managing operational budgets and financial controls
Technical Skills:
- Strong understanding of building systems (HVAC, plumbing, electrical, fire safety)
- Proficiency in CMMS (Computerized Maintenance Management Systems)
- Advanced MS Office skills (Excel, PowerPoint, Word)
- SharePoint and data management capabilities
- Budget management and financial reporting skills
- Project management fundamentals
Personal Attributes:
- Strong organizational and multitasking abilities
- Excellent problem-solving skills with ability to work independently
- Proactive approach to identifying and resolving issues
- High attention to detail and quality standards
- Ability to work under pressure and manage competing priorities
- Flexible and adaptable to changing client requirements
Communication Skills:
- Excellent written and verbal communication skills
- Ability to interface effectively with client leadership, vendors, and cross-functional teams
- Strong stakeholder management capabilities
- Comfortable presenting reports and updates to senior management
