Facilities Coordinator

Facilities Executive duties and responsibilities include oversee cleaning, landscape, pest control, waste disposal, handyman, events management and work closely with the client. The role will oversee the facility’s day-to-day operations and ensure that all administrative functions, soft services issues and facility services are covered. Including continuous improvement in the operational process. Also, part of the role’s mandate is to monitor the facilities infrastructure, vendor’s performance and processes comply with standards. Report to the Facilities Manager.

Responsibilities

Supervise the in-house maintenance team and address daily maintenance issues promptly; Conduct daily inspections to ensure all facilities meet quality and safety standards; Monitor and review daily inspection and periodic service reports submitted by service partners; Oversee the planning and execution of services such as waste management, pest control, cleaning, landscaping, and other facility-related operations; Review service partners’ manpower deployment to ensure optimal resource utilization; Conduct regular inspections to ensure compliance with service standards and cleanliness expectations; Identify, document, and report building defects; assess issues, coordinate with vendors, and present proposals to management/clients for budget approval; Monitor service schedules and ensure service partners perform their duties as agreed; Coordinate training programs with vendors for cleaners, landscapers, pest control teams, and other service staff; Support and coordinate events, including setup, AV requirements, layout planning, and logistical support; Act as a Permit Holder for works requiring a Permit to Work (PTW) system; Prepare and lead monthly and quarterly terminal performance reviews and reporting; Serve as the site lead, managing end-to-end processes including operations, reporting, and scope proposals; Maintain and update facility documentation such as floor plans, asset registers, and maintenance logs; Ensure compliance with health, safety, and environmental regulations; Manage inventory and procurement of maintenance supplies and equipment; Coordinate emergency response drills and maintain emergency preparedness plans; Liaise with internal departments and external stakeholders to ensure smooth facility operations; Track and manage facility-related budgets and expenditures; Implement sustainability initiatives such as energy-saving programs and recycling efforts; Use facility management software to track work orders, maintenance schedules, and asset performance; Support renovation or refurbishment projects by coordinating with contractors and minimizing operational disruptions; Conduct risk assessments and recommend improvements to enhance safety and efficiency; Perform other ad-hoc duties as assigned.

Requirements

Physically fit to work in a terminal environment and able to pass the required fitness-to-work assessment; Minimum Diploma in Electrical or Mechanical Engineering, Facilities Management, or a related field; Capable of managing a large number of outsourced workers; Strong customer service orientation; Excellent time management skills with the ability to multitask and prioritize effectively; Able to work under pressure and meet tight deadlines; Positive attitude and a strong team player with good interpersonal and supervisory skills; Willing to work beyond scheduled hours when required to meet operational needs; Proficient in both spoken and written English and Malay; Skilled in using Microsoft Office applications.