Job Description: Facilities Coordinator
Location: Petaling Jaya, Malaysia
Reports to: Site Lead
Employment Type: Full-time
Position Summary
We are seeking a detail-oriented Facilities Coordinator to join our team in Petaling Jaya. This role is responsible for the efficient management of mail room operations and providing comprehensive support for facilities-related services, with a focus on hard services coordination. The successful candidate will ensure smooth daily operations while maintaining high standards of service delivery.
Key Responsibilities
Mail Room Management
- Oversee daily mail room operations including incoming and outgoing mail processing, package handling, and courier coordination
- Maintain accurate mail logs and delivery records using established tracking systems
- Coordinate with internal departments for mail distribution and collection schedules
- Manage relationships with postal services and courier vendors to ensure reliable service delivery
- Implement and maintain mail room security protocols and procedures
- Handle special delivery requirements and time-sensitive correspondence
Hard Services Support
- Coordinate maintenance and repair activities for building systems including HVAC, electrical, plumbing, and structural elements
- Liaise with contractors and service providers to schedule preventive maintenance and emergency repairs
- Monitor building systems performance and report issues to relevant parties
- Assist in vendor management activities including service agreements and performance monitoring
- Support space planning and workplace modifications as required
- Maintain accurate records of maintenance activities and service requests
General Facilities Support
- Respond to employee requests for facilities services and coordinate appropriate solutions
- Assist with office moves, relocations, and space reconfiguration projects
- Support health and safety compliance initiatives and workplace inspections
- Coordinate cleaning services and ensure common areas meet established standards
- Manage facilities-related inventory and supplies procurement
- Provide backup support for reception and administrative functions as needed
Required Qualifications
- Diploma or Bachelor's degree in Business Administration, Facilities Management, or related field
- Minimum 2-3 years of experience in facilities coordination, office administration, or similar role
- Strong organizational skills with ability to manage multiple tasks and priorities
- Excellent communication skills in English and Bahasa Malaysia
- Proficiency in Microsoft Office applications, particularly Excel and Outlook
- Basic understanding of building systems and maintenance requirements
- Customer service orientation with professional demeanor
Preferred Qualifications
- Experience in mail room operations or logistics coordination
- Knowledge of local postal regulations and courier services
- Familiarity with facilities management software systems
- Understanding of workplace health and safety regulations
- Previous experience working with contractors and service vendors
Key Competencies
- Strong attention to detail and accuracy in record-keeping
- Ability to work independently while maintaining regular communication with Site Lead
- Problem-solving skills and initiative in addressing facilities issues
- Flexibility to handle varying workloads and urgent requests
- Professional interpersonal skills for vendor and employee interactions
- Time management capabilities to meet service delivery expectations
This position offers an opportunity to contribute to workplace efficiency while developing expertise in facilities management within a professional environment. The role requires a proactive approach to service delivery and continuous improvement of operational processes.
