Senior Facilities Coordinator

JLL; Shah Alam; On-site; MYR 80,000 - 100,000; Full time

Job summary

A leading facility management firm in Malaysia is seeking an experienced facility manager to oversee daily operations, manage vendor relationships, and ensure compliance with health and safety regulations. The ideal candidate will have at least 5 years of experience in facility management, a Bachelor's degree in a related field, and strong organizational and communication skills. This role offers an opportunity to work in a dynamic environment.

Qualifications

• Minimum 5 years' experience in facility management or related role.
• Knowledge of health and safety regulations and best practices.
• Experience with vendor management and contract administration.
• Customer service-oriented with a problem-solving mindset.

Responsibilities

• Lead team to manage day-to-day workplace services activities for the facility.
• Serve as the on-site key point of contact for key stakeholders and clients.
• Oversee daily facility operations, including maintenance, cleaning, and security services.
• Serve as the primary point of contact for client employees regarding facility-related matters.

Skills

Organizational skills

Time management

Communication

Interpersonal abilities

Problem-solving

Education

Bachelor's degree in Facility Management, Business Administration, or related field

Tools

Microsoft Office Suite

Facility management software

Job description

General Responsibilities

• Lead team to manage day-to-day workplace services activities for the facility.
• Serve as the on-site key point of contact for key stakeholders and clients.
• Identify and propose changes to improve operational and experiential aspects.
• Oversee facility management & maintenance program.
• Conduct regular management and operations meetings with the client.
• Manage employee satisfaction, budget, and ad-hoc requests.
• Manage the Front Office operations on Monday to Friday from 8:30 am to 6:00 pm.
• Managing the FOH and meeting rooms, always keeping them tidy, neat and professional looking.
• Repair & maintenance of office equipment.
• Oversee the daily operations and maintenance of the facility including kitchenware e.g., microwave, coffee machines, etc.
• Maintenance of overall office infrastructure (carpets, flooring, plants, etc).
• Maintenance of IT server & NOVAC system.
• Maintenance of MEP equipment.
• Liaison with building management and other relevant vendors/service providers.
• Maintain vendor records and contracts renewals.
• Oversee emergency plans, fire drills, and safety audits.
• Invoice tracking and monitoring.
• Prepare monthly report for expenses.
• Check the sound system, turn on the TV and projector.
• Check the printer, refill paper, and clean.
• Check stationery and refill stock as needed.
• Prepare stationery or other necessary stuff for events/workshop.

Facility Operations

• Oversee daily facility operations, including maintenance, cleaning, and security services.
• Coordinate workspace setups, relocations, and reconfigurations.
• Manage meeting room bookings and audio-visual equipment.
• Ensure compliance with health and safety regulations.
• Coordinating office services (e.g., workspace setup, A/V, catering, reception).

Vendor Management

• Coordinate with various service providers (e.g., cleaning, maintenance, catering).
• Monitor vendor performance and address any issues.
• Assist in contract management and invoice processing.

Client Relations

• Serve as the primary point of contact for client employees regarding facility-related matters.
• Respond promptly to requests, complaints, and inquiries.
• Maintain positive relationships with client stakeholders.

Asset Management

• Track and manage office equipment, furniture, and supplies.
• Coordinate repairs and replacements as needed.
• Assist in inventory management and procurement processes.

Administrative Support

• Maintain accurate records of facility-related activities and expenses.
• Prepare regular reports on facility operations and performance metrics.
• Assist in budget tracking and cost control measures.

Project Support

• Participate in facility improvement projects and initiatives.
• Assist in implementing new workplace strategies and technologies.
• Support sustainability and energy efficiency efforts.

Emergency Preparedness

• Assist in developing and maintaining emergency response plans.
• Participate in safety drills and training sessions.

Qualifications

• Bachelor's degree in Facility Management, Business Administration, or related field.
• Minimum 5 years' experience in facility management or related role.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite and facility management software.
• Knowledge of health and safety regulations and best practices.
• Experience with vendor management and contract administration.
• Customer service-oriented with a problem-solving mindset.
• Ability to work independently and as part of a team.
• Flexibility to adapt to changing priorities and work demands.