Facilities Services Coordinator

Overview

Facilities Coordinator supporting the Site Manager on day-to-day facilities operations for a client's office space in Bengaluru, covering site inspections, admin support, vendor coordination, client engagement and compliance.

What you'll do

• Perform routine site inspections to ensure building processes and best practices are implemented and maintained.
• Identify process improvements and cost-saving opportunities and contribute suggestions as they arise.
• Provide admin support including front desk duties, basic housekeeping and appointment coordination.
• Ensure key performance indicators and service level agreements are met.
• Monitor housekeeping related activities.
• Arrange consumables and supplies for client and other visits.
• Prepare daily, weekly and monthly reports.
• Interact with service and supply vendors.
• Undertake daily facility rounds, identify snags and raise proactive tickets.
• Effectively manage service provider teams to ensure on-time deliverables.
• Inspect all services routinely to ensure performance measures are maintained and prepare service score cards.
• Proactively engage stakeholders to meet on-site client expectations through high levels of customer service.
• Build and develop effective client and stakeholder relationships across multiple levels of the organisation.
• Proactively understand customer and employee needs and act on them before being requested.
• Maintain high standards of facility housekeeping and improve office aesthetics and operations as needed.
• Prepare accurate billing and invoicing, adhere to the monthly forecast and manage invoices.
• Obtain quotations as per site need, share indents for monthly material supply and ensure zero stock-outs.
• Collect all documents from vendors for compliance audits.
• Develop user engagement activities and create signage and posters for site awareness.
• Manage ad hoc vendors.
• Respond promptly and courteously to user inquiries and concerns.
• Take part in procurement of vendors and services from time to time.
• Ensure workplace health and safety procedures are in place and carried out, and help implement risk management, disaster recovery and business continuity plans.
• Follow escalation and incident reporting procedures and comply with the firm's guidelines and strategies.

What you'll need

• Prior experience in facilities, property management, hospitality or other related fields.
• Understanding of local occupational health and safety requirements, critical facilities and vendor management.
• Knowledge of various property systems.
• Proven track record of flawless project execution while following company standards and procedures.
• Ability to interact easily with general client staff and vendors, and to address conflicts and conflicting priorities effectively.
• Excellent communication skills.
• Ability to support the team and work well with others toward achieving targets.

Details

• On-site, Bengaluru, Karnataka.
• Scheduled weekly hours: 48.