Facilities & Workplace Coordinator

About the Role

We are looking for a Facilities & Workplace Coordinator to support the day-to-day facilities, workplace operations, safety, security, and administrative requirements of the organisation.

The successful candidate will coordinate with internal stakeholders, vendors, contractors, and service providers to ensure the workplace is safe, well-maintained, and operating efficiently. This role requires someone who is organised, responsive, detail-oriented, and comfortable managing multiple operational requirements.

Key Responsibilities

Facilities & Workplace Operations

• Coordinate day-to-day facilities and workplace operations.
• Liaise with vendors, contractors, and service providers for facilities-related services.
• Monitor maintenance activities and follow up on outstanding issues.
• Coordinate and monitor vendor and service provider performance.
• Support office moves, workplace changes, maintenance works, and facilities improvement projects.
• Coordinate facilities support for operational, urgent, and emergency requirements.
• Follow up on workplace maintenance issues and facilities improvement needs.

Workplace Safety, Security & Emergency Preparedness

• Provide coordination support for workplace safety, security, and emergency preparedness activities.
• Coordinate contractor access and ensure required documentation is in place.
• Follow up on facilities-related safety actions, observations, and outstanding issues.
• Support workplace inspections and other facilities-related safety initiatives.
• Coordinate the inspection, servicing, and maintenance of safety and emergency equipment.
• Assist with emergency preparedness and related workplace activities.

Administration & Coordination

• Maintain facilities records, workplace information, inventories, and service documentation.
• Coordinate office supplies, consumables, mail, courier services, and other workplace support requirements.
• Coordinate facilities-related requirements with Supply Chain, internal departments, vendors, and service providers.
• Verify service reports, maintenance records, supporting documents, and facilities-related invoices.
• Maintain records of maintenance schedules, service contracts, and facilities-related activities.
• Provide general administrative and coordination support for facilities and workplace operations.

Requirements

• Previous experience in facilities management, workplace operations, building operations, office administration, or a related field is advantageous
• Experience coordinating vendors, contractors, maintenance activities, or external service providers.
• Good organisational and administrative skills with strong attention to detail.
• Strong communication and interpersonal skills with the ability to liaise effectively with internal and external stakeholders.
• Able to manage multiple tasks, prioritise work, and follow up on outstanding matters independently.
• Familiarity with workplace safety, security, emergency preparedness, or facilities-related requirements will be an advantage.
• Proficient in Microsoft Office and comfortable maintaining operational records and documentation.

Key Attributes

• Organised and detail-oriented
• Proactive and responsible
• Strong coordination and follow-up skills
• Good problem-solving ability
• Able to work independently and as part of a team
• Comfortable working with vendors, contractors, and multiple internal stakeholders