Facilities Coordinator (Event & Facilities Management)

LOCATIONS

Petaling Jaya

REPORTING TO

Assistant Facility Manager

WORKING HOURS

Monday – Friday 8.30 am – 5.30 pm

Saturday 9.00 am – 1.00 pm

Overview

A Facilities Event/Hospitality Coordinator plans, organizes, and executes events within a company's facilities, ensuring smooth operations by managing logistics, venue setup, vendor coordination, and on-site troubleshooting. Key responsibilities include liaising with clients and vendors, coordinating technical requirements like sound and seating, managing event budgets and timelines, conducting facility walk-throughs, ensuring safety and policy adherence, and executing post-event cleanup and evaluation.

Duties And Responsibilities

Develop event concepts, manage budgets, and coordinate all logistical aspects, including venue selection, catering, entertainment, and technical equipment.

• Conduct facility walk-throughs and tours, plan and manage seating arrangements, and ensure the venue setup aligns with event requirements.
• Communicate with clients to understand their needs, secure and coordinate with vendors (caterers, technicians, etc.), and manage contracts.
• Oversee the setup, operation, and troubleshooting of audio-visual equipment and other technical aspects of the event.
• Act as the main point of contact for clients and vendors on the event day, resolve issues and challenges as they arise, and enforce facility policies.
• Ensure smooth event tear-down, conduct post-event evaluations and walkthroughs, and manage the cleanup process to restore the facility.
• Track event expenses and income, prepare billing statements, and maintain event-related databases and reports.
• Coordinate with maintenance staff for pre- and post-event facility checks, manage inventory of supplies, and ensure event safety and compliance.
• A focus on high-quality service to clients and guests.
• The capacity to adapt to different situations and maintain composure under pressure.
  
  

KEY PERFORMANCE MEASURES

Uninterrupted events

• 100% compliance of site to key client and internal audits
• Meet or exceed Client Satisfaction survey targets
• Ensure 100% safety and regulatory compliance
• Continuously improving service
• Excellent Response and Reporting
  
  

EMPLOYEE SPECIFICATIONS

KEY COMPETENCIES

Diploma in Hospitality Management or Facilities Management

• Minimum 3 years experience in facilities management or building operations with knowledge of soft services and exposure in the hotel industry will be an advantage.
• Able to work under pressure and in a fast-changing environment
• Fluent in Bahasa Malaysia and English