Facilities Administrator

Position Summary

The Facilities Coordinator will support Facilities Management and Sustainability initiatives across the organization's branch and office network. This role is responsible for collecting, validating, and analyzing environmental and facilities-related data, supporting sustainability reporting and audits, coordinating vendors and contracts, and ensuring timely execution of facilities administrative and operational tasks. The position requires strong attention to detail, effective stakeholder management, and the ability to manage multiple priorities in a dynamic environment.

Key Responsibilities

Sustainability & Resource Advisor Management

• Collect, consolidate, validate, and maintain electricity, water, waste, and facilities maintenance data from all branches and offices.
• Upload and manage environmental and operational data within the Resource Advisor platform.
• Support internal and external sustainability audits by preparing data, responding to inquiries, validating calculations, and investigating data discrepancies.
• Coordinate with regional sustainability teams on reporting requirements, meetings, action tracking, and project follow-up.
• Assist in greenhouse gas (GHG) inventory data preparation and support on-site audit activities.
• Ensure data accuracy, completeness, and compliance with corporate sustainability reporting requirements.
  
  

Facilities Administration & Vendor Coordination

• Provide administrative support for facilities operations, including vendor onboarding, contract execution, invoice verification, and documentation management.
• Coordinate building public safety declaration projects, including document review, vendor deliverables tracking, approval processes, and procurement follow-up.
• Support office relocation and moving projects, including vendor coordination, contract administration, and expense verification.
• Assist in RFP data collection and preparation for facilities service contracts.
  
  

Operational Support

• Attend and coordinate meetings with vendors, stakeholders, and internal teams.
• Prepare meeting minutes and track action items to ensure timely completion.
• Support facilities-related projects and departmental initiatives as assigned.
• Provide on-site support during major events, overtime activities, maintenance works, or emergency situations.
• Assist with inventory management and other facilities operational requirements.
  
  

Qualifications

Education

• Bachelor's degree in Facilities Management, Engineering, Environmental Science, Sustainability, Business Administration, or related discipline preferred.
  
  

Experience

• 1-3 years of experience in Facilities Management, Sustainability Reporting, Environmental Data Management, Administration, or related fields.
• Experience working with utility consumption data, ESG reporting, sustainability platforms, or facilities operations is preferred.
• Experience coordinating external vendors and service providers is an advantage.
  
  

Skills & Competencies

• Strong analytical skills with attention to data accuracy and detail.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Experience with sustainability reporting tools (e.g., Resource Advisor) is a plus.
• Good communication and stakeholder management skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Strong organizational and documentation skills.
• Proficient in both English and Chinese communication.
  
  

Preferred Attributes

• Familiarity with ESG, GHG Inventory, sustainability reporting frameworks, or environmental compliance requirements.
• Ability to work independently while collaborating effectively with regional and global teams.
• Willingness to support occasional after-hours activities or site visits when required.