Job Summary

The facilities coordinator will work closely with the Facility Lead and Critical Facilities Manager to support all aspects of data centre activities. He/She will be responsible for internal and external customers seeking support and information and manage Data Centre operations and administrations, including Work Order coordination, database management, daily operations, coordination of budgeting, maintaining records, and providing general support services for the department. Additionally, the Facilities Coordinator will manage all outside contractors, including maintaining records and contracts, coordinating project activities, and providing scheduling support.

Key Responsibilities

• Monitor and implement facility management programs, including preventive maintenance and life-cycle requirements.
• Manage the maintenance management system, including receiving work requests, assigning work orders, entering system data, and providing system administration.
• Manage vendor and contractor relationships, negotiating contracts and ensuring timely, compliant service delivery.
• Set up, maintain, and organize the department's central files and information.
• Plan and execute office churn moves, expansions, renovations, and floor plan updates.
• Supervise and train facility employees and contractors as needed.
• Manage the facility's budget and track operational expenses to analyze and report on financials and performance metrics.
• Maintains safety standards by conducting regular checks of fire safety equipment, emergency exits, and systems in the Data Centre campus.
• Promote and implement sustainable practices, including energy conservation and waste management programs. Investigate and identify possible space improvements.
• Maintain and update administrative policies and processes.
• Coordinate and build strong working relationships with key client representatives to ensure expected service levels are achieved.

Client/Stakeholder Management

• Manage key client team representatives effectively to ensure expected service levels are achieved.
• Build strong working relationships with client representatives, promote the engineering platform, and provide a linkage to the broader organization.
• Physically check and complete occupancy data based on client requirements using provided templates.

Procurement & Vendor Management

• Review M&E contractors' maintenance practices to ensure quality work in line with manufacturer recommendations, tools, and documentation.
• Plan and manage budgets for Engineering and operational contracts.
• Manage contracts with vendors for technical services. Coordinate procurement of gowns and food for cleanroom training and arrange delivery to the end-user’s department.

Site Operations

• Plan for smooth operations of all mechanical, electrical, plumbing installations, and building works.
• Emergency call support and site attendance as required.
• Manage the M&E project scope to ensure quality deliverables within the stipulated time.
• Develop and implement innovation programs and processes to reduce utility costs and increase savings.
• Continuous optimization of processes, tools, and documentation.
• Achieve key performance indicators and service level agreement targets.
• Attending to ad-hoc guests at the visitor waiting area. Order and track first aid, office, and pantry supplies.
• Collect mail from the letterbox and distribute to the relevant department mailbox.
• Program and register badge access, handling badge-related issues for users and visitors daily.
• Manage ad-hoc projects.

Events Management

• Plan and set up space for events, including moving light furniture.
• Order festive decorations and engage landscaping vendors for festive plants.
• Assist in liaising with the event catering vendor and process petty cash procedures.

Key Requirements

• Degree/Diploma in Facility Management or related field.
• At least 5-8 years of relevant experience, preferably in facility management/property management
• Demonstrated customer service excellence.

• Building management and facility and maintenance operations
• Maintenance management and meeting room reservation software
• Demonstrated ability to work and communicate professionally, verbally, and in written form with internal and external customers.
• A team player who is respectful and supports/ communicates constructively.
• Must be able to work a flexible schedule as the business demands (nights, weekends.)
• Able to prioritize in a fast-moving, high-pressure, constantly changing environment; high sense of urgency.
• High organization skills; able to multi-task with an analytical mindset and problem-solving skills
• Energetic and detail-oriented with a professional service-oriented demeanour
• Adept in Microsoft Office Suite, incl. Excel, Work, and PowerPoint. Working knowledge of Tableau will be advantageous.

Education

Certifications