Job Description

The Facility Coordinator is responsible for the delivery of all soft services and performing vendor management.

1. Facility and Project Support

Assist the Facilities Manager in all aspects of project implementation as needed. Support the Facilities Manager with external contacts as needed. Coordinate all Facilities activities, work direction, and support systems. Provide administrative support to the Facilities team. Assist facilities staff in locating parts, supplies, and materials. Represent the Facilities Department in inter-departmental meetings.
2. Security and Safety Management

Support in building security systems and prepare the emergency action plans. Maintain the security of the office and communicate with building management regarding any ad-hoc security matters. Manage the Security access card-control database in conjunction with the Security Contractor. Support the client Health and Safety policies and procedures. Maintain the Fire drill list.
3. Vendor and Supply Chain Management

Communicate with supply chain and vendors (Astra Zeneca). Responsible for stationary items and maintain the stationary order list and budget.
4. Client Communication and Service

Act as the

first contact

on any ticket raised by the client or Command Center. Manage and arrange any meeting room request from the Client. Communicate with the client on event organization and catering layout plan. Send out announcements and communication to all staff regarding memos from the building or information to share. Manage and communicate with the Client (Astra Zeneca) to send all the back-charge process. Participate in the client On-boarding event, managing and presenting to new staff on Admin policy. Connect to the client in maintaining the telecommunication database and support all inbound calls in peak hours.
5. Administration and Documentation

Review work schedules and prepare the work report. Independently maintain and update administrative policies and processes. Set up, maintain, and organize the department's central files, information, filing, and messages. Prepare and maintain RFPs (Request for Proposal), bid information, and other contract documents. Prepare internal bill-backs and documents for events supported by the Facilities organization. Prepare and maintain housekeeping of all internal forms (visitors, new staff card requisition form, assets handover form, and meeting room setup form). Manage client car parking with the building car park application and data management.
6. Financial and Systems Support

Support in Purchase Order (PO) relation matters, including POBC and PO creation. Connect to the client Finance team to follow up on Sodexo invoices and payment. Manage the CMMS (Computerized Maintenance Management System), including receiving work requests, assigning work orders, entering system data, and providing overall system administration.
7. Supervision

Supervise and train facility employees and contractors as needed.
Job Type: Full-time

Pay: RM3,000.00 - RM3,300.00 per month

Benefits:

Health insurance
Work Location: In person