Facilities Coordinator

JOB DESCRIPTION

Facilities Coordinator (FC) – Operations & Workplace Services

Work Dynamics | Thailand Account (Bangkok)

What this job involves

Reporting directly to the Site Services Manager (SSM), the Facilities Coordinator (FC) leads day-to-day workplace operations, front-of-house excellence, vendor management, and financial coordination across client sites (PVE and TDPK). This expanded role integrates foundational front-desk and workplace administration with elevated facilities operations, including GUTS ticketing oversight, soft services management (housekeeping/pest control), PO/P2P financial tracking, workplace wellness programs (gFit/massage), event logistics, and health & safety compliance.

Key Responsibilities

1. Workplace Experience, Front Desk & Access Management (Current Scope Integrated)

• Guest & Visitor Hospitality: Supervise front-of-house operations, ensuring seamless guest welcoming, kiosk check-in, host notifications via ping, and strict guest badge protocols.
• Access Control & Badging: Oversee temp badge tracking, photo badge activations (go/badge-activation), lift access provisioning for visitors/Nooglers, and manage badge inventory replenishment (go/badge-supplies).
• Security & Regulatory Escalation: Act as key point of contact alongside the Security Lead for walk-in officers, regulatory visits/Dawn Raids, and customer escalations in accordance with established SOPs.
• Meeting Room & Customer Enquiries: Manage room bookings, resolve room conflicts/swaps in booking trix, and answer facilities queries via front desk, email, go/guts, and go/gems.

2. Facility Operations, Soft Services & Vendor Management

• Facility Inspections & Rounds: Conduct regular walkthroughs to identify snags, aesthetic/presentation issues, and health & safety defects; ensure immediate rectification.
• GUTS Ticketing Mastery: Manage the GUTS ticketing lifecycle—proactively raising tickets, assigning requests, following up with stakeholders, and ensuring 100% on-time closure rates.
• Soft Services & Housekeeping: Oversee daily housekeeping, janitorial deployments, shift briefings, pest control operations, and indoor plant maintenance.
• Vendor SLA & Compliance: Monitor on-site vendors (MA, event vendors, cleaning, food services) for SLA/KPI adherence, collect audit documentation, and conduct Labour Compliance Audits (LCA).
• Satellite Site Management (TDPK): Coordinate outsourced reception, manage landlord relationships, handle payments/invoices, and oversee TDPK janitorial and MA services.

3. Financial Coordination & Procurement (P2P / PO Management)

• Purchase Orders & Quotations: Follow up vendor quotations, raise PORs for PO generation, maintain team PO drives, and ensure alignment with approved rate cards.
• Invoicing & FSC Submission: Validate vendor invoices, manage GRR submissions to FSC, track Google Thailand PORGRR and WHT Pack reports for JLL HQ Finance.
• Budget Tracking & Accruals: Maintain Thailand facilities forecast trackers, monitor indents vs. forecast, compile monthly accruals, and maintain invoice reconciliation sheets.

4. Events, Workplace Programs & Wellness (gFit)

• Event Logistics (GEMS): End-to-end event coordination via GEMS—manage room setups, AV/GVC verification, guest registration lists (go/guestadmin), catering coordination, and post-event turnaround.
• G-Fit & Wellness Administration: Manage the wellness schedule (go/appointy), publish booking slots, coordinate on-site therapists/instructors, track culture/fit club budgets, and process wellness invoices via P2P.
• Employee Engagement & Initiatives: Organize workplace engagement initiatives for major cultural events (e.g., Songkran, New Year) and support Google perks.

5. Mailroom Logistics, Health & Safety, and Reporting

• Mailroom & Courier Operations: Administer BearTrack and daily mail logs for business mail, Concur claim receipts, courier dispatch (FedEx/Sahapanukit), and confidential Garuda/legal documents.
• Lost & Found and Inventory: Maintain the lost and found logbook, manage stationery/pantry inventory, ergo equipment stocks, and sports equipment.
• Health, Safety & Audits: Prepare floor registers for H&S, issue Work Safe Permits, coordinate annual Fire Drills, AED/First Aid training, and support energy, waste, and Ops Aid audits.
• Reporting: Compile data for Weekly Reports, Monthly Management Reports (MMR), emergency call tree updates, and space/occupancy tracking.

Minimum Requirements & Qualifications

• Education: Bachelor's Degree or Diploma in Hospitality, Business Administration, Facility Management, or related discipline.
• Experience: Minimum 2–3 years of proven experience in front-of-house operations, workplace services, or facilities coordination within a multinational/tech corporate environment.
• Location: On-site –Bangkok, THA