Facilities Coordinator

Department: Facilities Management

Reports to: Facilities Manager or Senior Facilities Manager

Location: Lusail

Job Type: [Full-Time / Permanent]

Position Summary

We are seeking a highly organized and proactive Facilities Coordinator to join our Facilities Management team. In this pivotal role, you will be the operational linchpin for all daily facility activities, ensuring the seamless functioning of our office environment. You will coordinate maintenance, manage service providers, support space planning, and uphold our safety standards, acting as a key point of contact for all facility-related matters.

Key Responsibilities

1. Maintenance & Operations Coordination:

• Serve as the first point of contact for all internal facility maintenance requests and reports.
• Coordinate and schedule routine and reactive maintenance for building systems, including HVAC, plumbing, electrical, and life safety systems.
• Conduct regular facility inspections to identify maintenance, repair, or safety issues.
• Manage and maintain work order systems (CMMS) to track requests, prioritize tasks, and ensure timely completion.

2. Vendor & Contractor Management:

• Act as the primary liaison with external vendors and service providers, including janitorial, security, landscaping, catering, and MEP (Mechanical, Electrical, Plumbing) contractors.
• Source, evaluate, and onboard new vendors in accordance with company policies.
• Oversee vendor performance, ensuring work is completed to standard, on time, and within budget.
• Review and process vendor invoices for payment, reconciling against contracts and purchase orders.

3. Space Management & Moves:

• Assist the Facilities Manager in managing office space planning, including seating charts, floor plans, and occupancy data.
• Lead the coordination of office moves, adds, and changes (MAC), working with IT and other departments to ensure a smooth transition for employees.
• Manage inventory of office furniture, fixtures, and equipment.

4. Health, Safety & Security:

• Support the implementation and adherence to health, safety, and environmental policies.
• Assist in conducting regular fire drills and maintaining emergency response plans.
• Help manage access control systems, key issuance, and badging.
• Ensure all facility operations comply with relevant local, state, and federal regulations.

5. Administrative Support for Facilities Management:

• Assist in the preparation and tracking of the facilities budget.
• Maintain accurate records of service contracts, warranties, licenses, and certificates of insurance.
• Prepare reports on facility metrics, such as maintenance costs, space utilization, and project status.
• Manage the procurement of office and facility supplies.

Required Qualifications & Skills

• Experience: 2+ years of experience in a facilities coordination, administration, or assistant role within a facilities management environment.
• Education: High school diploma or equivalent required. Associate's or Bachelor's degree in Facilities Management, Business Administration, or a related field is a plus.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with a Computerized Maintenance Management System (CMMS) or Integrated Workplace Management System (IWMS) is highly desirable.
• Professional Skills:
• Exceptional Organizational & Multi-tasking Skills: Ability to prioritize a high volume of requests in a fast-paced environment.
• Superior Communication: Excellent verbal and written communication skills, with the ability to interact effectively with employees, management, and external vendors.
• Problem-Solving Mindset: A proactive and practical approach to identifying and resolving issues.
• Strong Customer Service Orientation: A dedication to providing excellent support to internal customers.
• Attention to Detail: Meticulous in record-keeping, inspections, and project coordination.

Job Types: Full-time, Permanent

Pay: QAR4,000.00 per month