Facilities & Security Coordinator / Executive

Job Purpose

The Facilities &Security Coordinator / Executive is responsible for the smooth operation, safety, and security of the institute’s premises. The incumbent will manage daily facilities, operations, vendor coordination, safety compliance, and emergency preparedness, ensuring a safe and efficient environment for staff, visitors, and students.

Key Responsibilities

Facilities & Operations Management:

· Oversee the day-to-day functioning of institute facilities, including security, cleaning, and general maintenance.

· Ensure all security and safety protocols are adhered to and regularly reviewed.

· Monitor and manage facility readiness, including power, water systems, and building infrastructure.

· Coordinate with service providers for preventive maintenance and repairs.

Office Administration:

· Maintain accurate filing systems and records (digital and hard copy).

· Perform data entry and maintain facilities databases.

Procurement & Vendor Coordination:

· Handle office purchases, from stationery supplies to facility services.

· Liaise and coordinate with vendors and contractors for cleaning, security, and maintenance services.

· Review vendor performance and ensure service standards are met.

Financial Administration:

· Process expense claims and vendor payments via the Justlogin system.

· Track and monitor facilities-related expenses to stay within budget.

Safety &Compliance:

· Ensure compliance with local regulations and institute safety policies.

· Develop, review, and improve safety protocols and standard operating procedures.

· Conduct regular safety audits and inspections.

Emergency Management:

· Manage fire safety systems and emergency response plans.

· Train staff on safety rules, fire drills, and emergency preparedness.

· Lead emergency response readiness for situations such as fire alarms, power outages, and water leaks.

Reception &Customer Service:

· Act as the first point of contact for visitors and staff.

· Manage reception duties including answering phone calls, handling mail deliveries, and attending to visitor needs.

Project Management:

· Support facilities-related projects such as office renovations, space planning, and security system upgrades.

· Track project timelines, coordinate stakeholders, and ensure smooth execution.

Other Responsibilities:

· Maintain an updated inventory of facilities equipment and supplies.

· Support event setups and logistics coordination.

· Perform any other duties as assigned by the Senior Duty Manager.

Qualifications and Requirements:

· Diploma in Facilities Management, Business Administration, or related field.

· Valid security licence will be an advantage.

· At least 1 year of relevant experience in facilities and security management.

· Familiarity with safety regulations and emergency procedures.

· Strong organizational and communication skills.

· Proficient in MS Office and administrative systems (experience with Justlogin is an advantage).

· Able to work independently and handle multiple tasks efficiently.