FACILITY COORDINATOR

Sodexo; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A facilities management company in Malaysia is looking for a Facility Coordinator to oversee the delivery of soft services and vendor management. The role requires a diploma or bachelor's degree in Facilities Management or a related field and 1-3 years of experience in facilities coordination. Responsibilities include project support, security management, client communication, and administrative tasks. Benefits include annual leave, medical insurance, and an annual bonus.

Benefits

Annual Leave

Medical and Hospitalisation Leave

Annual Bonus

EPF / SOCSO / PCB

Medical Insurance

Qualifications

• Minimum 1–3 years of experience in facilities coordination or a similar role.
• Basic knowledge of facility operations and safety regulations.
• Experience coordinating with vendors and service providers.

Responsibilities

• Assist the Facilities Manager with project implementation.
• Support building security management and emergency action plans.
• Act as the first contact for clients' tickets.
• Review work schedules and prepare reports.
• Supervise and train facility employees.

Skills

Organizational skills

Time management

Communication skills

Interpersonal skills

Proficient in Microsoft Office

Education

Diploma or Bachelor’s degree in Facilities Management or related field

Tools

CMMS (Computerized Maintenance Management System)

Job description

Requirements

• Diploma or Bachelor’s degree in Facilities Management, Business Administration, Engineering, or a related field.
• Minimum 1–3 years of experience in facilities coordination, building management, or a similar role.
• Basic knowledge of facility operations, maintenance processes, and safety regulations.
• Experience coordinating with vendors, contractors, and service providers.
• Strong organizational and time‑management skills with the ability to handle multiple tasks.
• Good communication and interpersonal skills to liaise with internal stakeholders and external parties.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Ability to prepare reports, track maintenance activities, and manage documentation.
• Basic understanding of budgeting, invoicing, and cost control related to facilities.
• Able to work independently with minimal supervision and respond promptly to facility‑related issues.
• Willingness to be on standby or attend to urgent facility matters when required.

Responsibilities

The Facility Coordinator is responsible for the delivery of all soft services and performing vendor management.

• Facility and Project Support
  • Assist the Facilities Manager in all aspects of project implementation as needed.
  • Support the Facilities Manager with external contacts as needed.
  • Coordinate all Facilities activities, work direction, and support systems.
  • Provide administrative support to the Facilities team.
  • Assist facilities staff in locating parts, supplies, and materials.
  • Represent the Facilities Department in inter‑departmental meetings.
• Security and Safety Management
  • Support in building security systems and prepare the emergency action plans.
  • Maintain the security of the office and communicate with building management regarding any ad‑hoc security matters.
  • Manage the Security access card‑control database in conjunction with the Security Contractor.
  • Support the client Health and Safety policies and procedures.
  • Maintain the Fire drill list.
• Vendor and Supply Chain Management
  • Communicate with supply chain and vendors (e.g., Astra Zeneca).
  • Responsible for stationary items and maintain the stationary order list and budget.
• Client Communication and Service
  • Act as the first contact on any ticket raised by the client or Command Center.
  • Manage and arrange any meeting room request from the Client.
  • Communicate with the client on event organization and catering layout plan.
  • Send out announcements and communication to all staff regarding memos from the building.
  • Manage and communicate with the Client (Astra Zeneca) to send all the back‑charge process.
  • Participate in the client On‑boarding event, managing and presenting to new staff on Admin policy.
  • Connect to the client in maintaining the telecommunication database and support all inbound calls in peak hours.
• Administration and Documentation
  • Review work schedules and prepare the work report.Independently maintain and update administrative policies and processes.
  • Set up, maintain, and organize the department’s central files, information, filing, and messages.
  • Prepare and maintain RFPs (Request for Proposal), bid information, and other contract documents.
  • Prepare internal bill‑backs and documents for events supported by the Facilities organization.
  • Prepare and maintain housekeeping of all internal forms (visitors, new staff card requisition form, assets handover form, and meeting room setup form).
  • Manage client car parking with the building car park application and data management.
• Financial and Systems Support
  • Support in Purchase Order (PO) relation matters, including POBC and PO creation.
  • Connect to the client Finance team to follow up on Sodexo invoices and payment.
  • Manage the CMMS (Computerized Maintenance Management System), including receiving work requests, assigning work orders, entering system data, and providing overall system administration.
• Supervision
  • Supervise and train facility employees and contractors as needed.

Benefits

• Annual Leave
• Medical and Hospitalisation Leave
• Annual Bonus
• EPF / SOCSO / PCB
• Medical Insurance