Facilities Coordinator at Interactive Resource Management Ltd

Role Purpose

• The Facilities Coordinator is responsible for overseeing the maintenance and operations of facilities, buildings, offices, terminal, warehouses, and utilities ensuring they are prepared and aligned with their intended purposes.
• This role involves coordinating with various stakeholders, and ensuring compliance with company standards and regulations.

Facilities Management

• Coordinate preventive and corrective maintenance of buildings, offices, terminal, warehouses, and utilities.
• Ensure facilities are safe, functional and maintained to the required operational standards.
• Coordinate repairs, renovations, office fit-outs and facility improvement projects.
• Monitor utility consumption and support initiatives that improve cost efficiency.
• Maintain facility asset registers and maintenance records.
• Prepare maintenance schedules and ensure timely completion of planned maintenance activities.

Contractor and Vendor Management

• Supervise external contractors and service providers to ensure compliance with contractual obligations, Company standards and statutory requirements.
• Monitor contractor performance, service quality and compliance with agreed Service Level Agreements (SLAs).
• Verify completion and quality of work before certifying invoices and processing payments.
• Support Procurement in sourcing, evaluating and onboarding facilities-related contractors and service providers.
• Conduct regular contractor performance reviews and recommend corrective actions where service levels are not achieved.
• Ensure contractors comply with Company health, safety and environmental requirements while on Company premises.

Compliance, Health and Safety

• Coordinate compliance with statutory requirements relating to facilities, buildings and workplace infrastructure.
• Coordinate statutory inspections, certifications and licences relating to facilities and utilities.
• Monitor and follow up on corrective actions arising from safety inspections, audits and risk assessments.
• Maintain accurate records of statutory inspections, permits, certificates and compliance documentation.
• Support SHE initiatives by ensuring facilities-related risks are identified, reported and mitigated.
• Liaise with regulatory authorities, contractors and internal stakeholders on facilities compliance matters.
• Promote a safe, clean and compliant working environment across all Company facilities.

Budget Management and Reporting

• Monitor facilities and administration expenditure against approved budgets and ensure effective cost control.
• Prepare accurate monthly reports on facilities performance, maintenance activities, contractor performance, administration services and operational issues.
• Analyse expenditure trends and identify opportunities to optimise costs without compromising service delivery.
• Track and report key facilities and administration performance indicators.
• Support the preparation of annual facilities and administration budgets and forecast expenditure requirements.
• Monitor contractor costs and verify expenditure against approved contracts and service agreements.
• Provide management with timely reports and recommendations to support operational planning and decision-making.

Knowledge, experience and qualifications required.

Education

• Bachelor's Degree in Facilities Management, Engineering, Contract Management, Operations Management or a related field.
• Certification in Project Management, Contract Management, Procurement, or Vendor Management will be desirable.
• Training in Occupational Health & Safety (OSH), Fire Safety, First Aid, or Emergency Response will be an added advantage.
• Experience within a manufacturing, FMCG or logistics environment will be an added advantage.

Experience

• Minimum of eight (8) years' relevant experience in Facilities Management, Property Management or Operations, with at least two (2) years in a supervisory role.
• Experience in a manufacturing, FMCG, logistics or multi-site operating environment will be an added advantage.
• Demonstrated experience in coordinating preventive and corrective maintenance, facilities projects and contractor management.
• Demonstrated experience managing contractors, service providers and facilities budgets.
• Experience in managing service providers, monitoring Service Level Agreements (SLAs) and ensuring contractor compliance with Company standards.
• Demonstrated ability to prepare and manage facilities and administration budgets, monitor expenditure and identify cost optimization opportunities.
• Experience coordinating statutory inspections, facilities compliance requirements and workplace health and safety initiatives.
• Proven ability to analyse operational data, prepare management reports and recommend continuous improvement initiatives.
• Proficiency in Microsoft Office Suite and experience using Computerised Maintenance Management Systems (CMMS), ERP systems or other facilities management software will be an added advantage.