Workplace Coordinator

Position Summary

The Workplace Coordinator – IFM supports the delivery of integrated facilities management services at the client site. The role coordinates day to day workplace operations, vendor services, financial administration, health and safety compliance, and employee experience activities. The position works closely with the Regional Facility Manager, IFM partners, and client stakeholders to ensure service delivery standards and contractual requirements are met.

Key Responsibilities

Workplace Operations & Service Delivery

• Support daily workplace operations across soft and hard services within an IFM environment.
• Coordinate workplace services including cleaning, pantry, stationery, MEP support, waste management, courier services, shredding, printers, and office supplies.
• Manage building access coordination, including access cards, contractor permits, and landlord/building management liaison for access related matters.
• Support Preventive Planned Maintenance (PPM) coordination and ensure schedules are tracked and followed.
• Conduct and track weekly and monthly site inspections, escalating issues and monitoring corrective actions.
• Support workplace projects, office layout changes, and minor works as directed by the Regional Facility Manager.
• Maintain accurate workplace records, trackers, and site documentation.
  
  

• Support work order logging, coordination, tracking, and closure through the designated IFM system (e.g., Corrigo / CMO).
• Coordinate with vendors and service providers to ensure timely resolution of reactive and planned requests.
• Monitor service delivery status and escalate delays or service risks to the Regional Facility Manager.
• Support reporting and data accuracy related to workplace service requests.
  
  

• Coordinate vendors, suppliers, and contractors to ensure services are delivered in line with SLAs.
• Schedule vendor activities and monitor site compliance with access rules and working hours.
• Collect and upload contractor working hours and related documentation as required.
• Support quotation requests, service reviews, and minor procurement activities under guidance.
  
  

• Support procurement activities, including raising and tracking purchase orders for fixed and variable services.
• Assist with invoice validation, submission, and follow up through approved finance systems (e.g., Coupa, JDE).
• Maintain financial trackers and support monthly cost visibility.
• Support budget tracking and financial reporting under the guidance of the Regional Facility Manager.
• Maintain accurate records of contracts, vendors, and recurring services.
  
  

• Support health and safety requirements, including logging incidents and near misses in the required systems.
• Coordinate compliance activities such as AED/defibrillator checks and statutory inspections.
• Support internal and external audits by maintaining accurate documentation.
• Escalate safety concerns or incidents promptly to the Regional Facility Manager.
  
  

• Act as a primary point of contact for employees, visitors, and guests regarding workplace services.
• Support onboarding activities, including access card coordination and workplace readiness.
• Coordinate meeting room services, events, and engagement activities as required.
• Deliver responsive, professional, and customer focused support to client stakeholders.
• Follow up on service requests to ensure a positive workplace experience.
  
  

• Support SLA and KPI tracking and assist with operational reporting.
• Identify opportunities for process improvement and service efficiency.
• Maintain accuracy of workplace data, logs, and reports.
• Support account initiatives aligned with client satisfaction and operational excellence.
  
  

• Strong customer service orientation and professional communication skills.
• Excellent organizational and coordination abilities.
• Ability to manage multiple priorities in a fast paced workplace environment.
• Attention to detail and strong administrative capability.
• Proficiency in Microsoft Office (Excel, Word, Outlook); FM systems experience is an advantage.
• Collaborative working style with vendors, clients, and internal teams.
  
  

• 2+ years’ experience in workplace coordination, facilities administration, or a similar role.
• Bachelor’s degree preferred.
• Experience supporting a corporate office or IFM environment is an advantage.