Facilities Coordination
- Coordinate planned and reactive maintenance activities for buildings, offices, workshops, and site infrastructure.
- Raise, track, and close maintenance work requests (through CAFM system)
- Liaise with external contractors and service providers.
- Schedule routine inspections and preventive maintenance activities.
- Monitor facility condition and report repair requirements.
Contractor and Vendor Management
- Coordinate contractor site access and permits.
- Maintain contractor documentation, insurance certificates, and compliance records.
- Support vendor selection and obtain quotations for facility-related services.
- Track contractor performance and service completion.
Health, Safety, and Environmental Support
- Maintain facility compliance records and documentation.
- Support site safety inspections and audits.
- Assist with emergency preparedness activities and evacuation drills.
- Support waste management and environmental compliance initiatives.
Administrative Support
- Maintain facility records, asset registers, and service contracts.
- Process purchase requisitions, purchase orders related to facilities services.
- Track facilities budgets and expenditure.
- Prepare reports and presentations for site management.
Compliance and Documentation
- Maintain maintenance logs, service records, permits, and statutory inspection documentation.
- Support compliance with local regulations and company policies.
- Assist in preparation for customer, regulatory, and internal audits.
Key Performance Indicators (KPIs):
- Timely completion of facility works orders.
- Contractor compliance and performance.
- Facility audit readiness.
- Accuracy of facility records and documentation.
- Budget adherence.
- Compliance with safety and environmental requirements.
Organisational Relationships:
- Reports to: Facilities Manager (Technical & Operations)
- Works closely with: Maintenance teams, EH&S personnel, Quality, Finance, Procurement, and external service providers.
Experience and Skills:
Experience
- Experience of facilities, office administration, property management, or industrial site administration.
- Familiarity with maintenance management systems (CMMS) is desirable.
Skills
- IOSH Managing Safely
- Strong organizational and administrative skills.
- Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
- Ability to manage multiple priorities and deadlines.
- Good communication and stakeholder management skills.
- Basic understanding of health and safety requirements.
- Strong attention to detail and record-keeping.
