Senior Facilities Coordinator

Job Title

Senior Facilities Coordinator

Job Description Summary

The Senior Facilities Coordinator oversees the day-to-day operations of the Kuala Lumpur facilities, ensuring smooth office management,
maintenance, and vendor performance. This role also involves assisting with event management and budget oversight. The Senior Facilities
Coordinator will report directly to the Regional Facilities Manager, providing operational updates and ensuring compliance with regional
standards and guidelines.

Job Description

Key Responsibilities:

Facilities Management:

• Oversight and Management: Provide Facilities Management (FM) oversight for MasterCard’s Kuala Lumpur office, ensuring smooth day-to-day operations and service delivery.
• Facilities Operations: Manage the office's daily operations, including maintenance, janitorial services, and vendor performance, to ensure compliance with client standards.
• Financial Management: Oversee the facility's operational financial activities, including budgeting, expense tracking, and ensuring cost-effectiveness in operations.
• Contract Management: Maintain and manage facilities-related contracts, ensuring all service providers meet their contractual obligations and client expectations and fostering high customer satisfaction.
• System Implementation: To ensure efficient operation and reporting, manage and oversee the Kuala Lumpur office’s FM360 work order software and YARDI accounting systems.
• Reporting: Prepare management reports, providing updates on office operations, budget performance, and critical facility issues.
• Sustainability Initiatives: Implement and maintain sustainability strategies related to the office's built environment, optimizing energy use and promoting eco-friendly practices.

Events Management:

• Corporate Event Coordination: Manage the planning, coordination, and execution of office events, including town halls, meetings, and corporate functions.
• Onsite Event Support: Oversee the setup and breakdown of event spaces, ensuring proper arrangements for seating, audio-visual needs, and catering logistics.
• Logistics Management: Ensure all logistical details of events are well-organized, from scheduling to resource allocation, and that any issues are resolved quickly and effectively.
• Compliance and Safety: Ensure all events comply with health and safety regulations, including emergency preparedness and crowd management, as required.

Reporting to the Regional Facilities Manager:

• Operational Reporting: Provide the regional facilities manager with regular updates on facility operations, maintenance issues, and vendor performance.
• Compliance & Safety: Under the guidance of the Regional Facilities Manager, ensure that the Kuala Lumpur office adheres to corporate policies, safety standards, and local regulations.
• Budget & Financial Oversight: Assist in managing the facilities budget, tracking expenditures, and updating the Regional Facilities Manager on cost management and budget adherence.
• Continuous Improvement: Collaborate with the Regional Facilities Manager to identify and implement improvements in facility management and service delivery processes.

Key Requirements:

• Client Relationships: Develop positive relationships with clients and local management. Proactively address and resolve recurring or sensitive issues, enforcing rules and regulations.
• Transition Management: Collaborate with the Facility Manager to implement and manage new site transitions, ensuring smooth operations.
• Customer Service: Provide exceptional customer service to internal and external stakeholders, responding to inquiries and resolving issues promptly and efficiently.
• Best Practices & Continuous Improvement: Share and implement best practices across service delivery, focusing on cost optimization, quality control, and client satisfaction.
• Sustainability Focus: Implement and maintain sustainability processes in the built environment, focusing on energy efficiency and green building practices.
• Budget Management: Monitor office expenditures and manage the operating budget, ensuring optimal resource use and adherence to financial targets.
• Vendor Coordination: Liaise with landlords to ensure obligations are met without additional costs to the client while maintaining close collaboration with vendors for optimal service delivery.
• Proactive Solutions: Work closely with clients to understand their needs, providing proactive recommendations and solutions to improve office facilities.
• Facilities Maintenance: Ensure all building systems, services, and facilities are in good working condition, following the maintenance schedule to maximize operational efficiency and minimize costs.
• Safety & Inspections: Conduct regular safety inspections of the office facilities, ensuring all equipment functions properly and complies with safety standards.
• Inventory & Asset Management: Manage and oversee the inventory of office and pantry supplies, ensuring stock levels meet office needs.
• Security Collaboration: Work closely with Corporate Security to resolve facility-related security issues such as visitor management, access control, and door lock systems.

Education:

Diploma or Degree in Facilities Management, Business Administration, Event Management, or a related field is preferred.

Working Hours:

Monday to Friday, 9:00 AM - 6:00 PM. Occasional overtime may be required during events or special projects.