Property & Facilities Coordinator

Employment Type:** Full-Time

Facilities Management Operations

• Administer and coordinate hard and soft Facilities Management (FM) service contracts, ensuring compliance with contractual obligations, Service Level Agreements (SLAs), and Key Performance Indicators (KPIs).
• Monitor FM service providers' performance, contract utilization, variations, and additional works to ensure alignment with approved budgets and operational requirements.
• Review and process work orders, quotations, and variation requests related to FM contracts and services.
• Coordinate with FM service providers and internal stakeholders to ensure quotation accuracy, timely execution of works, and proper approval workflows.
• Monitor FM operational cost centers, expense allocations, and revenue tracking across residential assets.
• Process purchase orders, vendor invoices, and payment requests in accordance with company procedures and approved budgets.
• Assist in lifecycle planning, preventive maintenance scheduling, CAPEX/OPEX planning, and tracking of asset improvement initiatives.
• Maintain records of maintenance activities, service reports, warranties, asset inventories, and FM documentation.
• Coordinate preventive and corrective maintenance activities to ensure properties remain safe, operational, and well-maintained.
• Support the implementation and monitoring of health, safety, environmental, and compliance requirements across residential properties.
• Assist in preparing operational reports, budget tracking reports, maintenance summaries, and management presentations.

Lease & Space Management Support

• Provide administrative and operational support to the leasing and property management teams.
• Coordinate with the leasing team regarding tenant requirements, occupancy updates, and unit readiness activities.
• Maintain updated tenant records, lease trackers, property databases, and related documentation.
• Support move-in and move-out processes, including documentation, access coordination, and handover logistics.
• Assist in preparing and processing lease-related documentation, tenant correspondence, and operational records.
• Support service charge reconciliation and tenant billing processes in accordance with lease agreements and company procedures.
• Coordinate tenant requests, complaints, and maintenance follow-ups to ensure timely communication and resolution.
• Prepare occupancy reports, leasing support reports, and operational summaries for management review.
• Coordinate with internal departments, FM teams, contractors, and external stakeholders to ensure smooth day-to-day residential operations.

Qualifications & Requirements

• Bachelor's degree in Facilities Management, Property Management, Business Administration, Engineering, or a related field.
• Minimum 2–4 years of experience in facilities management, property management, real estate operations, or a similar role.
• Experience working with residential properties is preferred.
• Strong knowledge of FM operations, maintenance coordination, contracts, and vendor management.
• Familiarity with lease administration, tenant relations, and property management processes.
• Proficiency in Microsoft Office applications, particularly Excel and PowerPoint.
• Strong organizational, coordination, and multitasking skills.
• Excellent communication and stakeholder management abilities.
• Ability to work independently and manage multiple priorities in a fast-paced environment.