Admin and Facilities Coordinator

The Admin and Facilities Coordinator is a role combining administrative support with facilities management to ensure seamless office operations. The role involves managing daily administrative tasks, overseeing facility operations, coordinating with vendors and service providers, and ensuring compliance with safety, health, and maintenance standards. The ideal candidate is detail-oriented, highly organized, and capable of balancing multiple responsibilities effectively.

Key Responsibilities

1. Facility Management:

• Oversee daily facility operations to maintain a clean, functional, and safe environment.
• Conduct regular facility inspections to identify and resolve issues promptly.
• Coordinate preventive maintenance and repair schedules for equipment and infrastructure (e.g., HVAC, electrical, plumbing).
• Serve as the primary contact for maintenance issues and emergencies.
• Manage and monitor utilities to ensure efficient use of resources.
• Assist with office space planning, seating arrangements, and internal moves.
• Support facility upgrades and renovations.

2. Vendor and Service Provider Coordination:

• Source, negotiate, and manage contracts with third-party service providers for cleaning, security, pest control, and other facility-related services.
• Monitor service quality and ensure timely payments.

3. Health, Safety, and Compliance:

• Ensure compliance with local health, safety, and building regulations (e.g., fire safety standards, occupational health policies).
• Conduct safety inspections and recommend improvements where necessary.

4. Inventory and Supplies Management:

• Maintain inventory of facility-related supplies, tools, and equipment.
• Oversee procurement and ensure adequate stock of office essentials.

5. Administrative Support:

• Update and maintain accurate records of maintenance schedules, vendor agreements, and facility expenses.
• Prepare reports on facility performance, issues, and recommendations.
• Manage the updating and organization of company files in G-Drive.
• Update asset trackers for all office locations.
• Oversee building maintenance tasks, including FCU, fire hose maintenance (re-racking), BTU, and FDAS systems.
• Handle assessment and payments related to business permits at City Hall.

• Bachelor’s degree in Business Administration, Facilities Management, or related field preferred.
• 2-3 years of experience in facilities management or office administration.
• Knowledge of facility operations, maintenance, and safety regulations.
• Experience managing vendors, contracts, and office infrastructure.
• Proficiency in Google Workspace and asset tracking tools.
• Strong organizational, problem-solving, and multitasking skills.
• Ability to handle emergencies and ensure compliance with local regulations.

• Full-time contract.
• Working on site in our expanding offices in Megatower and Exquadra.
• Team of like-minded people.
• Stable employment and professional growth in an international environment.
• A culture of diversity and inclusion to unite the most outstanding talents.