Facility Coordinator

CHJ Property Sdn Bhd; Alor Setar; On-site; MYR 48,000 - 78,000; Full time

Job summary

CHJ Property Sdn Bhd is seeking a proactive facilities and operations professional to manage daily property operations, inspections, and maintenance coordination across buildings and amenities. The role involves safety oversight, utility monitoring, vendor management, and timely reporting to ensure service standards are met.

You will liaise with tenants, contractors, and internal teams to handle complaints, inspections, renovations, and emergency responses while maintaining accurate records and

Responsibilities

• Conduct daily inspections of the building, common areas, car park, toilets, plant rooms, and other facilities.
• Identify defects, breakdowns, safety hazards, and maintenance requirements.
• Coordinate preventive and corrective maintenance work.
• Monitor building systems, including electrical, plumbing, air-conditioning, lifts, escalators, fire protection, water supply, and sewerage systems.
• Follow up on outstanding defects until completion.
• Maintain proper maintenance and inspection records.
• Coordinate with contractors and service providers for maintenance, repair, inspection, and servicing work.
• Monitor the performance of security, cleaning, landscaping, pest control, waste collection, and technical contractors.
• Ensure contractors comply with the required scope of work, schedule, safety procedures, and service standards.
• Verify completed work before acknowledging service reports or recommending payment.
• Obtain quotations and assist in comparing prices and work scopes when required.
• Conduct regular safety inspections and report unsafe conditions immediately.
• Ensure fire-fighting equipment, emergency exits, signage, and access routes are properly maintained.
• Monitor the validity of licences, permits, certificates, and service contracts.
• Ensure contractors use appropriate personal protective equipment and follow safe work procedures.
• Assist in incident investigation and preparation of incident reports.
• Attend to facility-related complaints and service requests from tenants and customers.
• Coordinate rectification work and provide timely status updates.
• Conduct joint inspections for tenant handover, takeover, reinstatement, and renovation work.
• Monitor renovation activities to ensure compliance with building requirements and approved working hours.
• Maintain professional communication with tenants, contractors, and internal departments.
• Monitor electricity and water meter readings.
• Report unusual consumption, leakage, meter issues, or significant variances.
• Assist in implementing energy- and water-saving initiatives.
• Monitor maintenance expenses against the approved budget.
• Check supporting documents, service reports, quotations, and invoices before submission.
• Prepare daily, weekly, and monthly facility reports.
• Maintain updated records of complaints, defects, inspections, maintenance work, and contractor attendance.
• Maintain asset registers, maintenance schedules, service contracts, warranties, and relevant certificates.
• Prepare purchase requisitions, work orders, comparison tables, and supporting documents.
• Keep photographs and evidence of work completed.
• Respond promptly to emergencies such as power failures, water disruptions, lift breakdowns, flooding, fire alarms, and equipment failures.
• Coordinate with technicians, contractors, security personnel, and relevant authorities during emergencies.
• Escalate critical incidents to management immediately.
• Be available for emergency support outside normal working hours when required.
• Support the Operations Executive in the daily management of the property.
• Attend meetings, inspections, testing and commissioning, and training sessions when required.
• Carry out any other facility- or operations-related duties assigned by management.

Job description

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• Conduct daily inspections of the building, common areas, car park, toilets, plant rooms, and other facilities.
• Identify defects, breakdowns, safety hazards, and maintenance requirements.
• Coordinate preventive and corrective maintenance work.
• Monitor building systems, including electrical, plumbing, air-conditioning, lifts, escalators, fire protection, water supply, and sewerage systems.
• Follow up on outstanding defects until completion.
• Maintain proper maintenance and inspection records.

Contractor and Service Provider Coordination

• Coordinate with contractors and service providers for maintenance, repair, inspection, and servicing work.
• Monitor the performance of security, cleaning, landscaping, pest control, waste collection, and technical contractors.
• Ensure contractors comply with the required scope of work, schedule, safety procedures, and service standards.
• Verify completed work before acknowledging service reports or recommending payment.
• Obtain quotations and assist in comparing prices and work scopes when required.

Safety and Compliance

• Conduct regular safety inspections and report unsafe conditions immediately.
• Ensure fire-fighting equipment, emergency exits, signage, and access routes are properly maintained.
• Monitor the validity of licences, permits, certificates, and service contracts.
• Ensure contractors use appropriate personal protective equipment and follow safe work procedures.
• Assist in incident investigation and preparation of incident reports.

Tenant and Customer Support

• Attend to facility-related complaints and service requests from tenants and customers.
• Coordinate rectification work and provide timely status updates.
• Conduct joint inspections for tenant handover, takeover, reinstatement, and renovation work.
• Monitor renovation activities to ensure compliance with building requirements and approved working hours.
• Maintain professional communication with tenants, contractors, and internal departments.

Utilities and Cost Control

• Monitor electricity and water meter readings.
• Report unusual consumption, leakage, meter issues, or significant variances.
• Assist in implementing energy- and water-saving initiatives.
• Monitor maintenance expenses against the approved budget.
• Check supporting documents, service reports, quotations, and invoices before submission.

Documentation and Reporting

• Prepare daily, weekly, and monthly facility reports.
• Maintain updated records of complaints, defects, inspections, maintenance work, and contractor attendance.
• Maintain asset registers, maintenance schedules, service contracts, warranties, and relevant certificates.
• Prepare purchase requisitions, work orders, comparison tables, and supporting documents.
• Keep photographs and evidence of work completed.

Emergency Response

• Respond promptly to emergencies such as power failures, water disruptions, lift breakdowns, flooding, fire alarms, and equipment failures.
• Coordinate with technicians, contractors, security personnel, and relevant authorities during emergencies.
• Escalate critical incidents to management immediately.
• Be available for emergency support outside normal working hours when required.

General Duties

• Support the Operations Executive in the daily management of the property.
• Attend meetings, inspections, testing and commissioning, and training sessions when required.
• Carry out any other facility- or operations-related duties assigned by management.