Location Facilities Specialist

Role Overview

The Facilities Coordinator Specialist is tasked with managing the daily operations of workplace and facility services to maintain a safe, compliant, and efficient work setting. The position prioritizes operational excellence, vendor coordination, compliance with standards such as ISO 27001 and health & safety regulations, and ongoing enhancements to employee experience and business continuity.

Primary Duties

• Conduct daily inspections across Level 3 zones, common areas, and production spaces to ensure health and safety compliance.
• Oversee daily facilities activities including housekeeping, maintenance, security, and soft services.
• Ensure service delivery aligns with established SLAs and operational protocols.
• Monitor and track service requests, incidents, and ensure timely resolution.
• Facilitate workspace planning, seating allocations, and managing moves, adds, and changes (MAC).
• Serve as the main liaison for facility service vendors, managing contracts and vendor performance against KPIs.
• Organize monthly vendor service evaluations and escalate issues of non-compliance.
• Authenticate vendor invoices to confirm conformity with actual services provided.
• Maintain adherence to health and safety policies, support risk assessments, audits, corrective actions, and emergency preparedness initiatives such as fire drills and evacuation planning.
• Manage workplace experience by addressing user feedback, coordinating meeting room setups, workplace events, and fostering a safe, welcoming environment.
• Maintain asset inventories, oversee equipment lifecycle, and manage onboarding/offboarding logistics ensuring workspace readiness and asset handling per company policies.
• Compile operational reports covering KPIs, SLA performance, incidents, and audits while identifying cost-saving opportunities and process improvements.
• Support workplace initiatives including sustainability efforts and digital tool implementation while contributing to SOP documentation.
• Assist in security and access control processes ensuring compliance with data protection policies.

Essential Skills and Competencies

• Strong organizational and coordination abilities.
• In-depth understanding of facilities management practices and compliance with health & safety standards, including ISO 27001 and SOC controls.
• Effective vendor management and engagement skills.
• Proactive problem-solving aptitude and keen attention to detail with readiness for audits.
• Excellent communication both written and verbal.
• Capability to thrive in a fast-paced, service-centric environment.

Performance Metrics

• Compliance with SLAs and service delivery standards.
• Vendor management effectiveness and contract adherence.
• Audit preparedness for health & safety, ISO standards, and internal audits.
• Workplace experience and customer satisfaction levels.
• Prompt incident and service request resolution.
• Adherence to budget constraints and cost efficiency.

Behavioral Expectations

• Demonstrates accountability and ownership of responsibilities.
• Maintains professionalism and service-focused attitude.
• Encourages innovation and continuous process improvements.
• Collaborates effectively across departments.
• Upholds organizational ethics, values, and compliance.

Qualifications and Experience

• Bachelor’s degree in Facilities Management, Building Management, Business Administration, Engineering, or a related discipline.
• Minimum 5 to 8 years' experience specifically in Mechanical, Electrical & Plumbing (MEP) for building management and project management.
• Preferred experience within corporate or multinational settings.
• Proficiency with project management, ticketing, or workplace management software is advantageous.

Working Hours

• Standard office hours from Monday to Friday plus Saturdays.
• Requirement to be available for work outside regular hours and on weekends.