Senior Facility Coordinator

Senior Facilities Coordinator SFC

Position Overview

The SFC serves as the on-site point of contact for all facility operations, ensuring a safe, functional, and presentable workplace environment. This role encompasses daily operations management, vendor coordination, safety compliance, and stakeholder support.

Key Responsibilities

Daily Operations Management

• Conduct morning walkthroughs of all floors, common areas, workspaces, meeting rooms, pantry, and reception to ensure cleanliness and readiness

• Inspect and maintain all building systems including lighting, HVAC, electrical systems and plumbing. Manage scheduled maintenance via vendors and respond to breakdowns and faults.

• Manage meeting room readiness, cleanliness, sanitisation, and AV equipment functionality

• Monitor and manage the meeting rooms and reservation system, including follow-up on no-shows and unreleased bookings

• Manage and restock pantry consumables

• Support client office events and meetings

Health, Safety & Compliance

• Ensure emergency exits remain unobstructed at all times

• Maintain and replenish first aid supplies and emergency equipment

• Conduct weekly safety walkthroughs and inspect all emergency equipment

• Review incident logs and ensure all incidents are properly recorded and actioned

• Coordinate fire extinguisher inspections, AED checks, and emergency lighting tests

• Participate in safety drills and training sessions, support as floor warden

Facilities & Asset Management

• Monitor office landscaping and indoor plants, coordinating maintenance with vendors

• Check and manage digital displays, wall screens, and TV systems at front-of-house and working café areas

• Maintain office supplies inventory including stationery, paper, printer consumables, and cleaning materials

Defect & Fault Management

• Update and maintain the Office Fault Reporting & Feedback system

• Track and follow up on outstanding defects with vendors

Vendor & Contractor Coordination

• Serve as the primary on-site contact for all vendors and contractors

• Coordinate, schedule, supervise and monitor vendor work including caterers

• Schedule and coordinate vendor visits for repairs, maintenance, and servicing

• Process work permits for vendor activities on site

• Review vendor contracts approaching renewal and provide recommendations

• Coordinate landscape vendor visits for watering, trimming, replanting, and deep maintenance

Financial Management & Procurement

• Obtain quotations and approvals for ad-hoc facility requests

• Process goods receipts (GRs) for services and goods received

• Handle invoice processing from vendors and compile supporting documentation

• Track and monitor invoice status and payment processing

Reporting & Documentation

• Prepare weekly operational summaries including defect status, critical facility updates, and cost reports

• Update maintenance logs with all completed works

• Maintain facilities management database including asset registers, warranties, and maintenance histories