Facilities Co-ordinator

SUMMARY:
The Facilities Coordinator plays a vital role in ensuring the smooth, safe, and cost-effective operation of corporate and commercial real estate properties. This position is responsible for coordinating facility maintenance activities, managing vendor relationships and service contracts, and ensuring compliance with safety and regulatory standards. The role also supports financial oversight by monitoring budgets, tracking expenditures, and assisting with financial reporting to ensure alignment with organizational goals and lease requirements. A strong focus on operational efficiency, cost control, and service quality is essential to success in this role.

POSITION INFO:

Key Responsibilities

• Coordinate and oversee day-to-day facilities operations across multiple real estate sites, ensuring services are delivered effectively and within budget.
• Serve as the first point of contact for facility-related inquiries, maintenance issues, and service requests, ensuring timely resolution and clear communication.
• Manage vendor relationships, service contracts, and preventive maintenance schedules; verify completion and quality of work.
• Assist in budgeting and forecasting for facility-related expenses, including repairs, maintenance, utilities, and capital projects.
• Monitor and track actual expenditures against approved budgets, flag variances, and support cost-control initiatives.
• Process and reconcile purchase orders, vendor invoices, and service charges in line with internal financial procedures.
• Maintain accurate records of financial and operational data, including service agreements, utility consumption, and maintenance costs.
• Conduct cost-benefit analysis for facility upgrades, repairs, and vendor proposals.
• Assist in preparing financial reports related to lease recoveries, service charge audits, and occupancy costs.
• Collaborate with cross-functional teams, including finance, procurement, and property teams, to support lease compliance, capital planning, and asset lifecycle tracking.

Qualifications

• Experience: 2 years in facilities coordination, property administration, or real estate finance.\

• Financial Skills: Experience with budgeting, cost tracking, invoice processing, and financial reporting.
• Strong organizational skills and a proactive approach to problem-solving and cost efficiency.
• Excellent communication skills and the ability to collaborate across departments, vendors, and stakeholders.
• Knowledge of service charge reconciliations and lease cost recovery mechanisms