Facilities Coordinator

Roles & Responsibilities

Job Responsibilities

Events Scope

● First responder to any event space bookings or queries reported by users and manage the ticketing system accordingly.

● Lead the setup of event space bookings as requested by the user

● Coordinating and communicating with requestor/host for event bookings.

● Update documents and calendars forevent and spaces tracking

● Workplace event conceptualisation, planning and execution with clients and stakeholders

● Plan and lead festive decorations and events/activities in the office

● Preparation and designing of event related graphics and signages as required.

● Support in the preparations and rotating standby duties for workplace events at the Premises

Pantry Scope

● Manage the food, beverages and stationeries stocks ordering for the Premises

● Responds to request regarding the food pantry and office supplies in a timely manner.

● Placing orders for food and beverage for the weekly specials and events.

● Lead the set-up and preparation of the weekly specials and any workplace events Process payments for vendors after receiving orders.

● Manage inventory list for stationery and pantry supplies.

● Manage inventories of pantry equipment, plates, cups, cutlery and utensils.

● Manage storage areas and ensure that area is stocked correctly and safely.

● Practice FIFO and ensure no expiry/damages to pantry inventory.

● Practice periodic update to pantry varieties to improve user satisfaction.

JIRA Scope

● Respond to tickets related to events and pantry

● Process name card requests by users

● Process digital signage requests by users

Miscellaneous

● Carry out daily/weekly/ monthly site walks and inspections.

● Provide relief coverage for Reception, as and when required, including daily breaks.

● Support the backfill reception, if needed.

● Support in the drafting of communication and design of posters / signages.

● Administrative duties, e.g. update documents.

● Other duties as assigned by the Site Lead.

Knowledge, Skill and Abilities Required

■ Have relevant experience in facility management or pantry management

■ Experience in using Canva, ARIBA and SAP applications

■ Strong customer service skills for internal and external customers

■ Excellent communication and interpersonal skills are key

■ Proactive and outgoing personality is a plus

■ Good vendor management skills

■ Ability to work in a team

■ Excellent time management skills

■ Meticulous and attention to details

■ Demonstrate professionalism when dealing with challenging stakeholders

Tell employers what skills you have

Equipment and Inventory Management
storage facilities
Preparing Food Orders
planning special events
Organising staff events
Inventory of Office Supplies
meals management
weekly promotions
Stakeholder Engagement
Events Bookings
beverage stock
Keeping Inventory
Exhibition Design
Ticket Management
Calendars
Facilities Management