Workplace Coordinator

Position Summary

Workplace Operations & Service Delivery

• Support daily workplace operations across soft and hard services within an IFM environment.
• Coordinate workplace services including cleaning, pantry, stationery, MEP support, waste management, courier services, shredding, printers, and office supplies.
• Manage building access coordination, including access cards, contractor permits, and landlord/building management liaison for access related matters.
• Support Preventive Planned Maintenance (PPM) coordination and ensure schedules are tracked and followed.
• Conduct and track weekly and monthly site inspections, escalating issues and monitoring corrective actions.
• Support workplace projects, office layout changes, and minor works as directed by the Regional Facility Manager.
• Maintain accurate workplace records, trackers, and site documentation.

Work Order & IFM System Support

• Support work order logging, coordination, tracking, and closure through the designated IFM system (e.g., Corrigo / CMO).
• Coordinate with vendors and service providers to ensure timely resolution of reactive and planned requests.
• Monitor service delivery status and escalate delays or service risks to the Regional Facility Manager.
• Support reporting and data accuracy related to workplace service requests.

Vendor & Contractor Coordination

• Coordinate vendors, suppliers, and contractors to ensure services are delivered in line with SLAs.
• Schedule vendor activities and monitor site compliance with access rules and working hours.
• Collect and upload contractor working hours and related documentation as required.
• Support quotation requests, service reviews, and minor procurement activities under guidance.

Financial & Administrative Support

• Support procurement activities, including raising and tracking purchase orders for fixed and variable services.
• Assist with invoice validation, submission, and follow up through approved finance systems (e.g., Coupa, JDE).
• Maintain financial trackers and support monthly cost visibility.
• Support budget tracking and financial reporting under the guidance of the Regional Facility Manager.
• Maintain accurate records of contracts, vendors, and recurring services.

Health, Safety & Compliance

• Support health and safety requirements, including logging incidents and near misses in the required systems.
• Coordinate compliance activities such as AED/defibrillator checks and statutory inspections.
• Support internal and external audits by maintaining accurate documentation.
• Escalate safety concerns or incidents promptly to the Regional Facility Manager.

Workplace Experience & Stakeholder Support

• Act as a primary point of contact for employees, visitors, and guests regarding workplace services.
• Support onboarding activities, including access card coordination and workplace readiness.
• Coordinate meeting room services, events, and engagement activities as required.
• Deliver responsive, professional, and customer focused support to client stakeholders.
• Follow up on service requests to ensure a positive workplace experience.

Reporting & Continuous Improvement

• Support SLA and KPI tracking and assist with operational reporting.
• Identify opportunities for process improvement and service efficiency.
• Maintain accuracy of workplace data, logs, and reports.
• Support account initiatives aligned with client satisfaction and operational excellence.

Required Skills & Competencies

• Strong customer service orientation and professional communication skills.
• Excellent organizational and coordination abilities.
• Ability to manage multiple priorities in a fast paced workplace environment.
• Attention to detail and strong administrative capability.
• Proficiency in Microsoft Office (Excel, Word, Outlook); FM systems experience is an advantage.
• Collaborative working style with vendors, clients, and internal teams.

Education & Experience

• 2+ years’ experience in workplace coordination, facilities administration, or a similar role.
• Bachelor’s degree preferred.
• Experience supporting a corporate office or IFM environment is an advantage.