Service Coordinator – Facilities Management

• Graduate qualification preferably in engineering.

• 4-7 years of experience in the maintenance field within MEP facilities management or construction industry.

Technical Skills:

• Sound technical knowledge related to maintenance requirements.

• Proficient in MS Excel Word and PowerPoint.

People Skills:

• Good communication skills with multilingual ability preferred.

• Hardworking detail-oriented and persistent in approach.

To record control distribute and revise technical and engineering procurement documents related to the project as required by the Service Engineer Facilities Manager and project team.

• Distribute updated and revised technical documents to all stakeholders including main contractors and internal project teams.

• Maintain an up-to-date register of controlled documents.

• Control and maintain master files and records related to approvals material orders and technical correspondence.

• Update file numbers in the O&M filing system for all planned and corrective maintenance activities at site.

• Submit payment certificates and ensure proper documentation and filing.

• Ensure proper filing procedures for HVAC plumbing electrical and other FM activities with correct tagging and labeling.

• Prepare and submit quotations and proposals to clients based on inputs from engineers.

• Monitor proposal approvals and follow up on receipt of purchase orders from clients.

• Prepare costing sheets and purchase authorizations through management systems until completion of requirements.

• Track job progress and provide regular updates to the internal division.

• Prepare completion reports prior to invoice submission for casual jobs and TVRs.

• Prepare and submit invoices for AMC contracts casual jobs and TVRs.

• Monitor invoice submissions and payment status in coordination with the finance department and maintain SOA records.

• Prepare monthly compliance reports for clients prior to invoice submission.

• Receive verify and submit supplier invoices to head office for certification.

• Ensure timely accurate and efficient preparation and management of documents and reports.

• Maintain both physical and digital filing systems.

• Coordinate with internal departments at site and head office as required.

• Handle email correspondence with clients internal divisions suppliers and contractors.

• Take minutes of meetings when required.

• Support the helpdesk function when required including attending customer calls creating tasks in CAFM and coordinating with security contractors and customer service teams.

Internal Relationships:
Coordination with head office for employee records attendance wages and administrative documentation such as labor cards.