About this role:
Join HERMS as a Facilities Coordinator and help keep office environments safe, functional, and efficient across multiple locations at our client sites. The position oversees end-to-end facilities management, including preventive and corrective maintenance of office systems and critical infrastructure, space management, and procurement activities.
Key Responsibilities:
Site Operations & Service Coordination
- Support the Site Lead in coordinating commercial office services and managing subcontractors.
- Act as the liaison within the IFM structure, coordinating Hard Services (air-conditioning, server room, security, building systems) and Soft Services (cleaning, mailroom, access control, meeting room setup, event coordination, pantry and stationery management, reception/front desk operations).
- Conduct routine office inspections, perform basic troubleshooting, and ensure facilities standards, safety compliance, and workplace readiness.
- Provide leadership coverage during the Site Lead's absence and collaborate with site management and internal support teams.
Vendor Management
- Supervise external service providers to meet SLAs and KPIs.
- Coordinate vendor access, escort vendors on-site, supervise work progress, and manage quotations and service follow-ups.
- Ensure subcontractors comply with EHS procedures and workplace safety requirements.
Procurement, Financial & Administrative Support
- Manage procurement requests, goods receipt, inventory of office and pantry supplies, and related financial administration, including monthly expense accruals.
Data Monitoring & Reporting
- Maintain operational data, including utilities consumption, waste management, and sustainability reporting.
Employee Benefits:
- Year-end bonus
- Holiday bonuses/gifts (three major festivals) /
- Special occasion bonuses and gifts
- Comprehensive employee training programs
- Occasional team gatherings and meals
Qualifications:
- Minimum of 1-2 years of experience in a corporate office, workplace services, integrated facilities management, or hospitality environment, with a strong administrative background is strongly preferred.
- Bachelor's degree or higher.
- Proficiency in English (listening, speaking, reading, and writing) is required.
- Proficient in MS Office. Experience with equipment maintenance management systems (e.g., CAFM, CMMS) is a plus.
- Technical certifications in building systems or safety disciplines will be considered an advantage when supported by relevant workplace or facilities operations experience.
- Strong problem-solving abilities, crisis management experience, and excellent cross-departmental communication and coordination skills.
