Facilities Coordinator

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Job Description: Facilities Coordinator

Location: Petaling Jaya, Malaysia
Reports to: Site Lead
Employment Type: Full-time

Position Summary

We are seeking a detail-oriented Facilities Coordinator to join our team in Petaling Jaya. This role is responsible for the efficient management of mail room operations and providing comprehensive support for facilities-related services, with a focus on hard services coordination. The successful candidate will ensure smooth daily operations while maintaining high standards of service delivery.

Key Responsibilities

Mail Room Management

• Oversee daily mail room operations including incoming and outgoing mail processing, package handling, and courier coordination
• Maintain accurate mail logs and delivery records using established tracking systems
• Coordinate with internal departments for mail distribution and collection schedules
• Manage relationships with postal services and courier vendors to ensure reliable service delivery
• Implement and maintain mail room security protocols and procedures
• Handle special delivery requirements and time-sensitive correspondence

Hard Services Support

• Coordinate maintenance and repair activities for building systems including HVAC, electrical, plumbing, and structural elements
• Liaise with contractors and service providers to schedule preventive maintenance and emergency repairs
• Monitor building systems performance and report issues to relevant parties
• Assist in vendor management activities including service agreements and performance monitoring
• Support space planning and workplace modifications as required
• Maintain accurate records of maintenance activities and service requests

General Facilities Support

• Respond to employee requests for facilities services and coordinate appropriate solutions
• Assist with office moves, relocations, and space reconfiguration projects
• Support health and safety compliance initiatives and workplace inspections
• Coordinate cleaning services and ensure common areas meet established standards
• Manage facilities-related inventory and supplies procurement
• Provide backup support for reception and administrative functions as needed

Required Qualifications

• Diploma or Bachelor's degree in Business Administration, Facilities Management, or related field
• Minimum 2-3 years of experience in facilities coordination, office administration, or similar role
• Strong organizational skills with ability to manage multiple tasks and priorities
• Excellent communication skills in English and Bahasa Malaysia
• Proficiency in Microsoft Office applications, particularly Excel and Outlook
• Basic understanding of building systems and maintenance requirements
• Customer service orientation with professional demeanor

Preferred Qualifications

• Experience in mail room operations or logistics coordination
• Knowledge of local postal regulations and courier services
• Familiarity with facilities management software systems
• Understanding of workplace health and safety regulations
• Previous experience working with contractors and service vendors

Key Competencies

• Strong attention to detail and accuracy in record-keeping
• Ability to work independently while maintaining regular communication with Site Lead
• Problem-solving skills and initiative in addressing facilities issues
• Flexibility to handle varying workloads and urgent requests
• Professional interpersonal skills for vendor and employee interactions
• Time management capabilities to meet service delivery expectations

This position offers an opportunity to contribute to workplace efficiency while developing expertise in facilities management within a professional environment. The role requires a proactive approach to service delivery and continuous improvement of operational processes.

Location:

On-site –Petaling Jaya, Malaysia

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