Facilities Coordinator

Description

Summary: The Facilities Coordinator bridges the gap between the FM company, clients, and technicians, managing work orders, vendor performance, and ensuring SLA compliance in a fast-paced environment. Highlights: 1. Serve as primary client contact for day-to-day service requests 2. Thrive in a fast-paced, KPI-driven environment, coordinating multiple trades 3. Ensure client facilities operate safely, efficiently, and compliantly **Job Title: Facilities Coordinator – Service Provider Side** **Company: Maintenance and Management Solutions(MMS)** **Reports To:** Facilities Manager **Employment Type:** Permanent **Location:** Doha, Project Site **Company Overview** MMS is a leading facilities management provider delivering integrated maintenance, janitorial, security, and technical services to commercial, industrial, and institutional clients. We are seeking a proactive Facilities Coordinator to support our service delivery team in ensuring client facilities operate safely, efficiently, and in compliance with all contractual obligations. **Job Summary** The Facilities Coordinator acts as the operational bridge between our FM company, our clients, and our network of internal technicians or third\-party subcontractors. This role is responsible for dispatching work orders, tracking preventive maintenance, managing vendor performance, and ensuring client service level agreements (SLAs) are met. The ideal candidate thrives in a fast\-paced, KPI\-driven environment and can coordinate multiple trades across one or more client sites. **Core Responsibilities1\. Work Order \& Dispatch Management** * Receive, log, and prioritize service requests via CMMS (e.g., ServiceChannel, Corrigo, Maintenance Connection, Maximo) or client portals. * Dispatch internal technicians or approved subcontractors to reactive and preventive maintenance tasks. * Ensure urgent/critical work orders (e.g., no heat, water leak, electrical outage) are acknowledged and resolved within contractual SLA timelines. * Close out work orders with detailed documentation (labor hours, materials used, resolution notes). **2\. Client \& Stakeholder Communication** * Serve as the primary point of contact for client facility managers or office managers for day\-to\-day service requests. * Provide regular status updates on open and completed work orders. * Escalate unresolved issues or recurring problems to the Account Manager. * Attend weekly or monthly client operational reviews alongside FM leadership. **3\. Preventive Maintenance (PM) Compliance** * Maintain and execute the preventive maintenance schedule for client assets (HVAC filters, fire alarm tests, elevator inspections, generator runs). * Coordinate access with clients for scheduled PMs. * Track PM completion rates and report deviations to the FM Manager. **4\. Vendor \& Subcontractor Coordination** * Maintain an approved vendor list (electricians, plumbers, HVAC techs, lift contractors, cleaners). * Issue purchase orders and confirm service scopes with subcontractors. * Collect certificates of insurance (COI), safety documentation, and job reports. * Validate subcontractor invoices against completed work orders before approving for payment. **5\. SLA \& KPI Reporting** * Generate weekly/monthly reports on: * Work order response time vs. SLA * First\-time fix rate * Planned vs. reactive maintenance ratio * Client satisfaction scores (if surveyed) * Identify underperforming vendors or recurring asset failures and recommend corrective actions. **6\. Health, Safety \& Compliance** * Ensure all maintenance activities comply with client site safety rules, OSHA standards, and local regulations. * Maintain safety data sheets (SDS), lockout/tagout (LOTO) records, and hot work permits. * Coordinate with client security teams for badging, access control, and after\-hours escorting. **7\. Inventory \& Asset Management** * Track consumables and spare parts (lighting, belts, filters, chemicals) for client\-dedicated stock. * Conduct periodic physical inventory counts. * Maintain asset registers for client equipment (age, model, serial number, maintenance history). **8\. Financial \& Administrative Support** * Assist in PO creation, invoice reconciliation, and accrual reporting. **QualificationsRequired:** * Bachelor’s degree in Facilities Management, Business, or Engineering preferred. * 4\+ years of experience in facilities coordination, work order dispatch, or vendor management – **specifically working for an FM service provider, property management firm, or subcontractor network.** * Proficiency with a CMMS or enterprise asset management system. * Understanding of SLA measurement, response time tracking, and work order lifecycle. * Strong written and verbal communication skills for client\-facing interactions. * Ability to prioritize across multiple sites or client accounts simultaneously. * Valid driver’s license and ability to travel between local client sites (if mobile role). **Preferred:** * Facilities Management Professional (FMP) or Certified Facility Manager (CFM) candidacy. * Experience with ServiceChannel, Corrigo, Maximo, FM:Systems, or Angus AnyWhere. * Knowledge of MEP systems (mechanical, electrical, plumbing) at an awareness level. **Key Competencies (FM Company Specific)** * **Customer service orientation:** You understand that the client company is your customer, and your job is to make their building “just work.” * **Sense of urgency:** You know that a broken elevator or restroom closure directly impacts client employee productivity. * **Follow\-through:** You don’t “close” a work order until the client confirms the issue is resolved. * **Data integrity:** You enter clean, consistent notes because FM billing and reporting depend on your accuracy. * **Vendor management:** You hold subcontractors accountable to the same SLAs your company promised the client. **Working Conditions \& Physical Requirements** * Environment: Combination of office/desk work (75%) and site visits (25%) to mechanical rooms, rooftops, loading docks, and occupied client spaces. * Physical: Occasionally lift 25–50 lbs, climb ladders, walk client campuses, and access confined spaces (with proper training). * On\-call: Rotating after\-hours emergency response (by phone dispatch; occasional site visits). Job Type: Permanent Pay: QAR1\.00 per month Education: * Bachelor's (Required) Experience: * Facilities Coordinator: 3 years (Required) Work Location: In person