Assistant And Coordinator To The Facility Manager

KEY RESPONSIBILITIES:
Operational Coordination
 Support the day-to-day operations of the Facility Management (FM) Office, ensuring efficient service delivery and compliance with company policies, procedures and applicable standards.
 Support FM SOPs, work instructions, document control, process standardization and continuous
improvement initiatives.
 Support FM digitalization, document management and KPI reporting, ensuring FM records and
operational information are properly maintained and accessible.
 Coordinate and follow up maintenance activities, service requests, corrective actions and operational issues to ensure timely resolution.
Projects, CAPEX & Compliance
 Coordinate and follow up FM projects and CAPEX activities, including timelines, action lists,
documentation and stakeholder coordination.
 Support audits, inspections, compliance documentation and corrective action follow-up.
 Coordinate tenant fit-out documentation, handover/acceptance documents, work permits and related approvals.
Reporting & Administration
 Prepare monthly FM management reports covering operational activities, maintenance, incidents,
KPI/SLA performance, vendor performance, budget status and key action items.
 Prepare meeting agendas, minutes, presentations, action trackers and other operational reports as required.
 Maintain FM records, asset registers, contracts, statutory certificates and other operational
documentation.
Procurement & Vendor Management
 Support procurement activities, including quotations, tender documentation, commercial evaluations,
purchase requests/orders and invoice verification, in accordance with company procedures and
approved budgets.
 Coordinate vendor onboarding, contract administration and compliance requirements.
 Monitor vendor performance, SLAs, KPIs, contract validity and service quality, and coordinate
corrective actions and improvement initiatives.
 Coordinate with vendors, contractors, consultants, tenants and internal departments to ensure
smooth service delivery and timely resolution of operational matters.
Tenant & Stakeholder Coordination
 Act as a key coordination point for tenants, vendors, contractors, consultants and internal
departments on FM-related matters.
 Substitute for the Tenant Service Representative as second-level support when required, responding
to and coordinating tenant-related inquiries and matters.
 Coordinate meetings, site inspections, operational activities and other FM-related engagements with relevant stakeholders.
Problem Solving & Continuous Improvement
 Proactively identify operational issues and administrative process gaps, recommending practical
solutions and process improvements.
 Support the implementation of new procedures, digital systems, and best practices to improve
operational efficiency, service quality, and tenant satisfaction.
 Perform other duties assigned by the Facility Management Manager or Chief Engineer to support the effective operation of the Facility Management Office.