Facilities Coordinator

Job description

The Facilities Coordinator will be assisting the AFM to manage their portfolio and report back to him/her on the day-to-day 3M activities for the assigned property/facility, and be the onsite key point of contact for key stakeholders and/or 3M. The role will assume overall
responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

·  Perform facilities inspection to all floor/area.
·  Assign cleaners to attend any uncleanliness.
·  Schedule technician to attend any issue found and record findings.
·  Follow up on any outstanding work/issue from day before.
·  Prepare new employee’s workstation with name tents & other necessary items.
·  Answering all incoming telephone calls and attend the request.
·  Transfer phone calls, and taking messages to be forwarded to client’s staff.
·  Maintaining /update /upload employee and department directories to 3M Intranet.
·  Welcomes visitors by greeting them.
·  Maintains security by following procedures; record time-in & time-out, and details in visitors’ logbook; necessary documents; and issue visitor badges.
·  Assist visitors for their purpose of visit.
·  Being the focal point for submitting ePRs for Office/Building related matters for both CTC and Oasis.
·  Follow up with Receptionist (CTC) on any pending ePRs to be submitted.
·  Performing monthly backup for Facility Commander, door access system database.
·  Ensure accuracy of current regular/contract employee records in FC Systems.
·  Raise PO to outsourced vendor for PPM and ad hoc services (upon quotation has been reviewed and approve by Account Manager and/or client).
·  Follow up and monitor services by vendor for both CTC and Oasis.
·  Collect and submit monthly invoice for vendor payment.
·  Perform final facilities inspection.
·  Follow up all issue/work which have been planned for technician, cleaner or vendors
·  Lock and keep safe any records and documents, i.e. visitors’ logbook, etc..

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