Job Summary
The Facilities Coordinator is responsible for overseeing facility operations, compliance governance, audit coordination, vendor management, and contract administration to ensure the facility operates in accordance with ISMS, SOC 2, and organizational standards.
This role serves as the focal point for document control, certification audits, vendor performance management, and cross-functional coordination with Legal, Finance, Operations, and external certification bodies. The position requires strong regulatory awareness, stakeholder management skills, and the ability to independently manage compliance-driven facility operations.
Key Responsibilities
- Facilities Compliance & Governance
- Act as the document control owner for facility-related documentation in alignment with ISMS requirements.
- Review, update, and maintain operational and compliance policies (EOP, MOS, SIP, etc.) ensuring proper version control and approval prior to client submission.
- Maintain and update the master document control register.
- Ensure all facility documentation is properly formatted, recorded, and traceable for audit purposes.
- Engage with relevant regulatory and industry bodies (e.g., MCMC, data centre associations) as required.
- Conduct weekly ISMS cadence meetings to track risks, incidents, corrective actions, and audit findings.
- Organize and coordinate ISMS Management Review meetings, including preparation of reports and documentation.
- Audit & Certification Management (ISO 27001 / ISMS / SOC 2)
- Coordinate internal and external audits including Operational & IT audits at facility level.
- Manage surveillance audits and certification audits with appointed certification bodies
- Ensure continued SOC 2 certification compliance and coordinate renewal planning before certificate expiry.
- Liaise with auditors and internal stakeholders to prepare required documentation and evidence.
- Track audit findings and ensure timely corrective action closure.
- Support budgeting and PO tracking for certification and audit-related expenses.
- Contract & Legal Coordination
- Liaise with Legal to obtain and manage NDA templates for vendors.
- Coordinate review and finalization of NDAs, TSAs, SLA agreements, and addendums.
- Maintain contract status trackers and ensure timely follow-up with Legal and stakeholders.
- Facilitate alignment meetings between Operations, Finance, Legal, and vendors to resolve discrepancies.
- Support contract execution process including DocuSign coordination.
- Monitor PR/PO processes in collaboration with Procurement and Finance.
- Vendor & Service Provider Management
- Manage day-to-day coordination with facility vendors including cleaning services, physical security, and outsourced service providers.
- Conduct monthly vendor performance meetings and document minutes with tracked action items.
- Finalize SLA and Preventive Maintenance (PPM) support arrangements with vendors.
- Conduct quarterly vendor performance evaluations and present findings to management.
- Ensure vendor compliance with safety, security, and operational standards.
- Facility Operations Oversight
- Support operational compliance across facility infrastructure, security, safety, and regulatory requirements.
- Ensure audit readiness across all operational areas.
- Monitor service quality and ensure adherence to agreed service levels.
- Coordinate cross-functional teams to maintain uninterrupted facility operations.
Key Requirements
- Bachelor's Degree in Facilities Management, Engineering, Business Administration, or related discipline.
- Minimum 5–8 years of experience in facilities coordination, data centre operations, or compliance-driven environments.
- Strong understanding of ISO 27001, ISMS, SOC 2, or similar compliance frameworks.
- Experience coordinating audits and certification processes.
- Proven experience managing vendors, contracts, and service-level agreements.
- Strong organizational and stakeholder management skills.
- Ability to work independently and manage multiple compliance-driven deadlines.
Key Competencies
- Regulatory and compliance awareness
- Audit coordination expertise
- Vendor and contract management
- Strong documentation and governance discipline
- Cross-functional stakeholder management
- Risk tracking and issue resolution
- High attention to detail
Education
Bachelors in Facilities Management or Engineering
Diploma in Building Management or Engineering
