Facility Management Admin EFS Facilities Services

The Facilities Management Coordinator and Administrator plays a crucial role in overseeing the administrative and

coordination functions within the Facilities Management department, focusing on Health, Safety, Environment &

Energy (HSEE) and facilities management operations.

Work location: Client site

Key accountabilities & Tasks:

2.Administration: Manage schedules and communications, support FM operations, prepare documents,

oversee office supplies, coordinate events, take minutes, produce reports, and maintain filing systems.

3. Communication – Act as a point of contact for tenants, vendors, and FM teams (Serve as a point of contact

between FM teams, tenants, vendors, and management)

4. Vendor & Contract Management – Assist FM team to Track service contracts, payments, and vendor

performance

5. Compliance & Documentation –Maintain records for audits, certifications, and statutory requirements.

6. CAFM Reporting: Train users on the CAFM software and create regular reports on facility management

metrics, such as work orders and budget utilization.

7. Workflow Management: Create workflow approvals for various requests, such as IT needs and service

provider access.

8. Project / One-Time Works Management: Prepare necessary documents to support Purchase Requisitions,

ensuring accurate capture of all project requirements. Collaborate with the FM operations team to enhance

resource allocation, risk management, and stakeholder communication throughout the project lifecycle.

9. FM Action Tracker: Regularly update the action tracker, ensuring all fields are completed accurately.

Monitor progress and timelines for all actions.

10. Document Management: Maintain an organized system for archiving and retrieving documents, ensuring

secure storage and easy access.

11. Variations and File Notes: Prepare variation and file note documents that capture the scope, timeline,

budget, and other project details accurately.

12. Service Provider Payments: Track payments to service providers using a detailed payment tracker and share

it with the finance team. Follow up to ensure timely payment of invoices.

13. Oracle Requests: Prepare Purchase Requests (PE/PR) once the scope of work is received, including relevant

documentation like work confirmations and advance payment requests.

14. Monthly Reporting: Compile financial reports by gathering data from various sources and share with senior

management.