Description
We are seeking a Facilities Coordinator to provide administrative support to the facilities management team. As a Facilities Coordinator, you will handle service requests, coordinate with vendors, maintain records, and assist with projects to ensure smooth facility operations and enhance workplace experience.
Responsibilities:
- Manage the service request system, logging and tracking all facility-related requests and issues (temp control, cleaning, office equipment etc.)
- Comply with KPI and SLA
- Coordinate vendor access and oversee onsite work
- Conduct regular site walks to assess and address facility conditions
- Liaise with service providers and building management for work arrangements
- Assist with employee moves, including coordination with IT and updating floorplans
- Collaborate across departments to ensure smooth facilities operations
- Coordinate scheduling of preventive maintenance and repairs with service providers
- Perform administrative duties including but not limited to inventory management, compiling reports, data analysis, inventory management
- Process Purchase Orders and maintain financial records related to facilities
- Function as point of contact and manage client’s daily inquiry
- Order supplies and manage inventory for facility operations
- Support the facilities team with administrative tasks and special projects
- Support ad hoc assignment
Requirements:
- Minimum 3-5 years of administrative experience, preferably in facilities or property management
- Strong organizational skills with ability to multitask and prioritize effectively
- Excellent attention to detail and accuracy in record-keeping and data entry
- Proficient computer skills including Microsoft Office applications
- Effective communication skills in both English and Cantonese
- Experience in vendor coordination and basic contract administration
- Secondary education required, higher diploma in business administration or related field beneficial
Preferred Skills:
- Experience with facilities management software or work order systems
- Proficiency in Microsoft Office Suite, particularly Excel and Outlook
- Knowledge of procurement processes and vendor management
- Experience with document management systems
- Understanding of basic building systems and maintenance requirements
- Bilingual proficiency in English and Cantonese, Mandarin is a plus
- Familiarity with health and safety regulations in Hong Kong