Facilities Coordinator – Soft Services
Job Summary
The Facilities Coordinator – Soft Services is responsible for the day-to-day coordination and monitoring of soft services and workplace operations. The role ensures efficient delivery of housekeeping, concierge, parking, permits processing, pest control, landscaping, waste management, F&B, event support, and other workplace services in accordance with client requirements, SOPs, SLAs, and KPIs.
Key Responsibilities
- Coordinate and monitor daily soft services operations.
- Manage and process building access, work, event, contractor, vendor, and other site-related permits, ensuring complete documentation and compliance with building requirements.
- Coordinate with relevant internal teams, building management, security, engineering, and vendors for permit approvals and processing.
- Maintain an accurate permit tracker and monitor pending, approved, expired, and completed permits.
- Manage and coordinate parking operations, including parking reservations, service vehicle access, visitor parking, parking allocation, and coordination with parking attendants.
- Monitor parking compliance and address unauthorized parking, parking violations, access concerns, and operational issues.
- Support parking requirements for VIPs, events, contractors, service vehicles, and other special activities.
- Conduct regular floor walks and site inspections to identify service gaps, cleanliness issues, safety concerns, and operational risks.
- Monitor housekeeping, concierge, parking, pest control, landscaping, waste management, F&B, and other soft service activities.
- Monitor vendor attendance, manpower deployment, reliever coverage, uniforms, PPE, and service performance.
- Ensure vendors comply with SLA, KPI, SOP, safety, and contractual requirements.
- Coordinate corrective actions and follow through until issues are fully resolved.
- Support event and meeting room requirements, including setup, housekeeping, concierge, parking, permits, vendor access, and other operational requirements.
- Coordinate VIP visits, client events, employee activities, and special workplace requirements.
- Prepare and maintain daily, weekly, and monthly operational reports, trackers, inspection checklists, incident reports, and action plans.
- Monitor operational supplies and consumables and coordinate replenishment when required.
- Coordinate with Engineering, Security, Workplace Experience, and other internal teams to resolve cross-functional operational concerns.
- Support audits, client inspections, compliance reviews, and site assessments.
- Ensure proper documentation and timely closure of incidents, complaints, and service requests.
- Support sustainability, waste management, and workplace compliance initiatives.
- Perform other duties and responsibilities as assigned by the Premises Manager/Soft Services Lead.
Qualifications
- Bachelor's degree in Facilities Management, Business Administration, Hospitality Management, or a related field preferred.
- Experience in facilities management, property management, workplace management, hospitality, or soft services operations is preferred.
- Experience in permit processing, parking operations, vendor coordination, and frontline service management is preferred.
- Strong organizational, coordination, communication, and problem-solving skills.
- Good understanding of SLA/KPI monitoring and vendor management.
- Proficient in Google, Microsoft Office, particularly Excel, Word, and PowerPoint.
- Highly organized and detail-oriented, with the ability to manage multiple requests and priorities.
- Willing to conduct regular site inspections and work in a fast-paced corporate workplace environment.
Key Competencies
Soft Services Operations | Permit Processing | Parking Management | Vendor Management | SLA/KPI Monitoring | Site Inspection | Event Support | Client Service | Incident Management | Documentation & Reporting | Problem Solving | Team Coordination
