Administrative Assistant - Malace HR

Malace|HR is seeking a dedicated Facilities Coordinator to support our Site and Assistant Facility Managers in operational activities. This role is essential for maintaining high service levels in maintenance, finance, vendor management, and occupancy services while fostering strong client relationships.

Key Responsibilities:

• Collaborate with Site and Assistant Facility Managers to ensure optimal facility operations.
• Build and maintain positive relationships with clients and vendors to promote excellent service delivery.
• Conduct daily walkthroughs to maintain a clean and organized office environment.
• Respond promptly to work orders, ensuring compliance with KPIs and exceptional customer service.
• Identify opportunities for operational improvement and make recommendations.
• Schedule and manage repairs, maintenance, and other requests, tracking progress to completion.
• Provide guidance to vendors and staff for seamless coordination of services.
• Assist in vendor procurement and coordinate site amenities, including fitness and food services.
• Support event coordination and manage meeting/conference facilities.
• Handle reception duties, mail services, office supplies, and safety/security support.
• Maintain accurate records and documentation for site operations, ensuring compliance with emergency response plans.

Client Relationship Management:

• Ensure compliance with client contracts and exceed Key Performance Indicators.
• Deliver high-quality service reflected in positive client feedback.
• Coordinate operations in line with established policies and procedures.

Qualifications:

• Prior experience in facilities, property management, or hospitality preferred.
• Knowledge of occupational health and safety regulations and vendor management is advantageous.
• Basic understanding of property technical systems (e.g., HVAC, fire protection) is a plus.
• Proficiency in various IT tools and platforms.
• Strong communication, organization, and problem-solving skills.
• Ability to work independently and manage stressful situations effectively.
• Physical capability to lift and move items as required.

Join Malace|HR to enhance your career in facilities management and make a positive impact on our operations. Apply now!