Facilities Coordinator

Administrative and Facilities Singapore, Singapore


Position at Industrial Light & Magic

Position Summary

The Facilities Coordinator is responsible for achieving appropriate, cost-effective and efficient delivery of facilities maintenance and providing a safe, healthy and comfortable work environment for all employees, ensuring the smooth running of facility operations.

Primary Responsibilities

Repairs and Maintenance
  • Primary contact for all facility related issues: maintenance and cleaning, floor plans and building access
  • Facilitates the timely and quality maintenance/repair and improvements related to facilities.  Includes but not limited to air conditioning, security/alarm systems, pest control, building, and furniture, meeting room equipment, vending machines and janitorial services.
  • Oversee the activities of external and/or internal contract personnel; monitors and inspects repair works to ensure adherence to specifications and industry standards.
  • Supervise and coordinate alteration works, refurbishment of office rooms or office shift.
  • Conducts and coordinate annual power shut down and fire drills exercise with building management.
  • Maintains furniture and tenant space aesthetics and standards. Researches, recommends and tracks all furniture purchases, including all ergonomic products and disposal of fixed assets.
  • Provide support in the area of office security management and office safety
  • Implement and manage risk management programs, disaster recovery and business continuity plans and comply with the company's guidelines and strategy
Office Administrative Duties
  • Conduct New Hire Orientation. Ensuring that all new hires are set up with relevant supplies and information.
  • Ensuring workstations are properly set up and furniture is in good condition.
  • Assist in the logistic and booking/set up of corporate events like monthlies, quarterlies, ad-hoc parties and movie nights.
  • Responsible for tagging and tracking of fixed assets. Creating and maintaining inventory of furniture and equipment.
  • Sorts mails and documents and dispatches them to various departments and responds to routine items not requiring supervisor’s attention according to instructions and standard procedures.
  • Filing relevant document such as airway bills (FedEx), service reports and delivery orders.
  • Handles contact information for LAS providing updated list of telephone numbers of internal staff and disseminates information on a weekly basis.o Guiding and lead pantry aunties in daily routines and duties.

Education / Experience

  • Minimum a diploma certificate in building management or corporate administration
  • At least 1 year experience in admin or operations in a fast paced environment or MNC. With relevant experience in organizing events and purchasing.

Required Skills / Competencies

  • Deals effectively with pressure, remains optimistic and persistent.
  • Is flexible and open to change and new information, rapidly adapts to new information changing conditions or unexpected events.
  • Identifies and analyses problems weighs relevance and accuracy of information.
  • Proficient with Microsoft Office - Word and Excel
  • Ability to appropriately interact and work effectively with people of all levels
  • Strong interpersonal and organizational skills
  • Resourceful and able to work independently
  • Good communication skills, clarify information as needed.