Facilities Coordinator (Record Management and Soft Services)

CBRE; Singapore; On-site; SGD 40,000 - 67,000; Full time

Job summary

CBRE Singapore is seeking a Facilities & Records Management Coordinator to support daily workplace services and records programs within our Global Workplace Solutions team. The role focuses on coordinating facilities services, ensuring regulatory compliance, vendor performance, and accurate records management across on-site operations in Singapore.

You'll work with business units, vendors, and internal teams to maintain service quality, drive improvements, and uphold corporate standards (OIMS,

Qualifications

• High School Diploma or GED with 3-5 years of job-related experience.
• Facilities and records management knowledge.
• Vendor and contract management.
• Budget monitoring and cost control.
• Strong communication and stakeholder management skills.
• Project coordination and continuous improvement mindset.
• Good data management and reporting skills.
• Problem-solving and decision-making abilities.
• Ability to work independently and as part of a team.

Responsibilities

• Coordinate and oversee daily workplace services.
• Manage mail, cleaning, pest control, and service requests.
• Handle meeting room bookings and pantry/catering services.
• Oversee vendor performance and improvement initiatives.
• Oversee IMS activities and records storage on- and off-site.
• Ensure retention and compliance with Records Guidelines.
• Maintain inventories, retention schedules, destruction.
• Maintain RM systems, databases, and reporting.
• Coordinate ARR exercises and records disposal.
• Conduct quality checks and vendor audits.
• Respond to client queries and provide RM guidance/training.
• Coordinate records reduction and process improvements.
• Ensure compliance with OIMS/SSHE/CIMS and regulatory requirements.
• Prepare operational, financial, and performance reports.
• Monitor budgets and verify invoices; support contract administration.
• Drive continuous improvement to improve service quality and efficiency.
• Support special projects and business initiatives.

Skills

Facilities management knowledge

Vendor and contract management

Budget monitoring and cost control

Communication and stakeholder mgmt

Project coordination

Data management and reporting

Problem-solving and decision-making

Teamwork and independence

Education

High School Diploma or GED

Job description

Facilities Coordinator (Record Management and Soft Services) – Singapore

CBRE is the global leader in commercial real estate servicesand investments. With services, insights and data that span every dimension ofthe industry, we create solutions for clients of every size, in every sectorand across every geography. CBRE is the place where talented people who want todo impactful work can realize potential in every dimension.

CBRE Global Workplace Solutions (GWS)

As one of CBRE's core global businesses, Global WorkplaceSolutions (GWS) provides end-to-end services to occupier clients across theentire lifecycle of a building.

Our teams help companies improve their operations and reducecosts, through expert facilities management, project management, real estateand energy and sustainability services. Our dedicated teams work across allindustries, and support clients ranging from global Fortune 500 companies tosingle, iconic buildings.

About The Role

The Facilities & RecordsManagement Coordinator supports the day-to-day delivery of workplace facilitiesand records management services. This role ensures efficient operations, regulatory compliance, vendor performance, customer satisfaction, and adherenceto corporate requirements, including OIMS, SSHE, CIMS, and Records ManagementGuidelines.

The position serves as a keypoint of contact for business units, coordinating facility services, recordsmanagement activities, vendor services, reporting, and continuous improvementinitiatives.

What You’ll Do

Facilities Management

Coordinate And Oversee Dailyworkplace Services, Including

• Mail and courier services.
• Cleaning, janitorial, and pest control services.
• Work order and service request management.
• Meeting room booking and support.
• Pantry, catering, vending, and office equipmentservices.
• Transportation and landscaping services.
• Act as the primary liaison between businessunits, vendors, and service providers.
• Monitor service performance and resolveoperational issues promptly.
• Manage vendors and contractors to ensure servicequality, safety, and compliance.
• Support budgeting, invoice verification, costtracking, and sustainability initiatives.
• Maintain service records, databases, andoperational documentation.

Records & Information Management

• information management service (IMS)activities, including onsite and offsite records storage.
• Ensure compliance with Records ManagementGuidelines and retention requirements.
• Manage records inventories, retention schedules,destruction activities, and vital records programs.
• Maintain records management systems, databases,and reporting requirements.
• Coordinate Annual Records Review (ARR) exercisesand records disposal activities.
• Conduct records quality assurance checks andvendor audits.
• Respond to client queries and provide recordsmanagement guidance and training.
• Coordinate records reduction, file relocation,and process improvement projects.

Compliance & Reporting

• Ensure compliance with corporate policies, OIMS,SSHE, CIMS, and regulatory requirements.
• Prepare operational, financial, and performancereports.
• Monitor budgets, verify invoices, and supportcontract administration.
• Drive continuous improvement initiatives toenhance service quality and operational efficiency.

Other Duties

• Support special projects and businessinitiatives as assigned.

What You’ll Need

• High School Diploma or GED with 3-5 years ofjob-related experience.
• Facilities and records management knowledge.
• Vendor and contract management.
• Budget monitoring and cost control.
• Strong communication and stakeholder managementskills.
• Project coordination and continuous improvementmindset.
• Good data management and reporting skills.
• Problem-solving and decision-making abilities.
• Ability to work independently and as part of ateam.

Why CBRE

When you join CBRE, you become part of the global leader incommercial real estate services and investment that helps businesses and peoplethrive. We are dynamic problem solvers and forward-thinking professionals whocreate significant impact. Our collaborative culture is built on our sharedvalues — respect, integrity, service and excellence — and we value the diverseperspectives, backgrounds and skillsets of our people. At CBRE, you have theopportunity to chart your own course and realize your potential. We welcome allapplicants.

Applicant AI Use Disclosure

We value human interaction to understand each candidate'sunique experience, skills and aspirations. We do not use artificialintelligence (AI) tools to make hiring decisions, and we ask that candidatesdisclose any use of AI in the application and interview process.