Facility Coordinator

Main Purpose

A Soft Services Coordinator will be accountable and responsible for handling all departmental administrative tasks, maintaining and updating records, and tracking project progress. This role requires engaging and coordinating with staff, vendors, subcontractors, and clients across all sites and related projects to create synergy and ensure smooth operations. The ideal candidate must be multiskilled and well-versed, capable of attending meetings, capturing key points, and engaging with people at all levels. They should have a background in Soft Services, Facilities, or Hospitality Management, with good product and equipment knowledge and experience.

The candidate must excel in customer service, understanding the importance of delivering exceptional, detailed quality outputs. They should have the ability and foresight to balance operational requirements with client expectations, ensuring a high level of client satisfaction. Effective communication skills are essential for interacting directly with all stakeholders, addressing concerns promptly, and fostering strong relationships. The ideal candidate will be proactive, detail-oriented, and experienced in engaging across all disciplines to meet and exceed client needs.

Accountabilities

• In this role, you will be the ‘coordination’ between clients, vendors, subcontractors, and stakeholders to enhance our partnership and relationship with our clients.
• Assist in the creation of documentation, policies, procedures, and the updating thereof.
• Communicate and promptly coordinate with subcontractors, including those for technical repairs and maintenance of machinery, high access cleaning, pest control, waste management, landscaping, and irrigation management.
• Organize and plan resources required for peak business periods during daily operations as well as seasonal spikes, such as VIP visits, public holidays, etc.
• Follow up, compile, and create reports from different sites and locations.
• Responsible for tracking and updating project timelines, ensuring that all milestones are met.
• Monitor and report on project progress, ensuring timelines and milestones are met, and address any issues or challenges that arise, providing solutions to keep projects on track.
• Maintain strong relationships with clients, understanding their needs, and ensuring their satisfaction with the services provided.
• Oversee vendor and subcontractor performance, ensuring they meet the required standards and deliverables.
• Other tasks as assigned by the line manager.

Qualification

  Essential:

• Minimum of a Bachelors University Degree, in Facilities, Hospitality or Business Management related degree.
• Related experience in service delivery of specialized front and back of house solutions in commercial buildings, 5-star hotels, hospitals, or high-traffic areas such as airports, entertainment and retail sectors, or cruise lines, where customer excellence underpins the quality of all operational outputs.
• Two to three years of experience working in a contract in a 24-hour per day, 365-day per year operation.
• Experience in housekeeping, customer care, training, and managing service delivery.
• Active and dynamic candidate, that is a fast learner and can adapt easily to different environments and project nature 

  Preferred:

• Bachelor’s Degree or equivalent in Facilities Management, Hotel Management or Business Management an advantage

• Cleaning certification, such as BIC’s or similar is a plus