About this role

Facilities Coordinator

Role Purpose

The Facilities Coordinator is responsible for overseeing the maintenance and operations of facilities, buildings, offices, terminal, warehouses, and utilities ensuring they are prepared and aligned with their intended purposes.
This role involves coordinating with various stakeholders, and ensuring compliance with company standards and regulations.

Facilities Management

Coordinate preventive and corrective maintenance of buildings, offices, terminal, warehouses, and utilities.
Ensure facilities are safe, functional and maintained to the required operational standards.
Coordinate repairs, renovations, office fit-outs and facility improvement projects.
Monitor utility consumption and support initiatives that improve cost efficiency.
Maintain facility asset registers and maintenance records.
Prepare maintenance schedules and ensure timely completion of planned maintenance activities.

Contractor and Vendor Management

Supervise external contractors and service providers to ensure compliance with contractual obligations, Company standards and statutory requirements.
Monitor contractor performance, service quality and compliance with agreed Service Level Agreements (SLAs).
Verify completion and quality of work before certifying invoices and processing payments.
Support Procurement in sourcing, evaluating and onboarding facilities-related contractors and service providers.
Conduct regular contractor performance reviews and recommend corrective actions where service levels are not achieved.
Ensure contractors comply with Company health, safety and environmental requirements while on Company premises.

Compliance, Health and Safety

Coordinate compliance with statutory requirements relating to facilities, buildings and workplace infrastructure.
Coordinate statutory inspections, certifications and licences relating to facilities and utilities.
Monitor and follow up on corrective actions arising from safety inspections, audits and risk assessments.
Maintain accurate records of statutory inspections, permits, certificates and compliance documentation.
Support SHE initiatives by ensuring facilities-related risks are identified, reported and mitigated.
Liaise with regulatory authorities, contractors and internal stakeholders on facilities compliance matters.
Promote a safe, clean and compliant working environment across all Company facilities.

Budget Management and Reporting

Monitor facilities and administration expenditure against approved budgets and ensure effective cost control.
Prepare accurate monthly reports on facilities performance, maintenance activities, contractor performance, administration services and operational issues.
Analyse expenditure trends and identify opportunities to optimise costs without compromising service delivery.
Track and report key facilities and administration performance indicators.
Support the preparation of annual facilities and administration budgets and forecast expenditure requirements.
Monitor contractor costs and verify expenditure against approved contracts and service agreements.
Provide management with timely reports and recommendations to support operational planning and decision-making.

Knowledge, experience and qualifications required.

Bachelor's Degree in Facilities Management, Engineering, Contract Management, Operations Management or a related field.
Certification in Project Management, Contract Management, Procurement, or Vendor Management will be desirable.
Training in Occupational Health & Safety (OSH), Fire Safety, First Aid, or Emergency Response will be an added advantage.
Experience within a manufacturing, FMCG or logistics environment will be an added advantage.

Minimum of eight (8) years' relevant experience in Facilities Management, Property Management or Operations, with at least two (2) years in a supervisory role.
Experience in a manufacturing, FMCG, logistics or multi-site operating environment will be an added advantage.
Demonstrated experience in coordinating preventive and corrective maintenance, facilities projects and contractor management.
Demonstrated experience managing contractors, service providers and facilities budgets.
Experience in managing service providers, monitoring Service Level Agreements (SLAs) and ensuring contractor compliance with Company standards.
Demonstrated ability to prepare and manage facilities and administration budgets, monitor expenditure and identify cost optimization opportunities.
Experience coordinating statutory inspections, facilities compliance requirements and workplace health and safety initiatives.
Proven ability to analyse operational data, prepare management reports and recommend continuous improvement initiatives.
Proficiency in Microsoft Office Suite and experience using Computerised Maintenance Management Systems (CMMS), ERP systems or other facilities management software will be an added advantage.

Facilities Coordinator