The Facilities Admin Coordinator is responsible for providing efficient administrative and operational support to the Facilities and Operations function, ensuring the accuracy of facilities management data, timely reporting, effective documentation control, and compliance monitoring. The role supports the smooth delivery of facility services through the coordination of work orders, billing inputs, service provider records, SLA tracking, SharePoint document management, and the follow-up of operational action plans across Oficea’s asset portfolio.

Key Responsibilities:

Operation Management, FMS & Infraspeak

• Administer FMS/Infraspeak work orders, planned jobs and allocation support so that operational requests are properly captured, assigned and traceable.
• Ensure accurate creation, update and monitoring of the asset register, including critical assets, location, ownership and cost-of-ownership information where applicable
• Monitor daily reports, checklists and action items, ensuring timely follow-up and escalation of overdue or recurring issues.
• Support operational coordination through meeting preparation, action tracking and follow-up management to ensure timely closure of tasks.
• Maintain a central operational incident log and support evidence collection for incidents, business continuity events, insurance matters or recurring operational issues.
• Support administration and data follow-up of parking management systems or operational systems where applicable.
• Ensure FMS/Infraspeak data quality by checking completeness of descriptions, categories, attachments, photos, comments and closure evidence.

DLP, Snagging & Tenant Process Support

• Maintain tenant coordination, fit-out, renovation and handover administrative records, ensuring required certificates and technical documentation are properly tracked.
• Maintain the snagging and DLP tracker with Development, Facilities Officers and service providers until pending matters are closed.
• Prepare draft breach, non-compliance or house rule letters relating to operational matters for review and approval.
• Maintain Tenant Criteria Document, house rules, breach records and related evidence in the appropriate folders.

Reporting, Billing & Utilities

• Ensure all billing-related operational data is recorded accurately and provided in the requested format by the 4th of each month.
• Prepare monthly operational reporting inputs, dashboards, issue summaries and management pack comments in the agreed format.
• Compile inputs for the annual building inspection report and maintain the related action plan tracker through to closure.
• Support yearly OPEX and CAPEX budget preparation by compiling historical expenses, approved contracts, quotations, recurring issues and operational data.

SLA, Service Providers & Procurement Admin

• Request SLAs, quotations, POWs, risk assessments or related documents through the agreed process and within required timelines.
• Maintain service provider KPI sheets, performance review records and evidence required for monthly or agreed review meetings.
• Track service provider actions, quotes, intervention dates, invoices and follow-up documents until administrative closure.
• Ensure insurance claims are properly documented, supported by evidence and followed up until administrative closure.
• Invoice follow up
• PO follows up

Compliance, Licences & HSE Admin

• Maintain a central register of licences, certificates and statutory documents required for operations, including renewal dates and responsible parties.
• Track fire safety compliance documentation, inspections, certificates and corrective actions for assigned assets.
• Support business continuity documentation and records for fire, flood, cyclone or other operational events.
• Ensure HSE documentation for works is collected and filed, including permits, risk assessments, method statements and intervention authorisations where applicable.
• Prepare breach letter with regards to non-compliance with Health & Safety requirements.

Administration & Sharepoint Governance

• Maintain the SharePoint filing structure for Operations so documents are complete, current, consistently named and easy to retrieve.
• Ensure documentation for tenants, service providers, CAPEX, contractors and suppliers is filed in the correct location with supporting approvals.
• Maintain standard templates, logs, registers and trackers used by the Operations team.
• Ensure procurement processes are followed for operational purchases, purchase orders, quotations and closure documentation.

• Diploma or Degree in Business Administration or related field.
•  4-5 years' experience in Administration with exposure to Facilities and Real Estate.
• Experience using FMS is an advantage.
• Proactive, dynamic, self-motivated and reliable.
• Practical experience in general business and administrative office procedures.
• Computer literate and knowledge of Microsoft Office with the ability to learn new software applications.
• Any equivalent combination of education and experience
• Demonstrates strong written and verbal communication skills in both English and French, ensuring clear and effective information exchange.
• Strong organisation and planning skills with the ability to manage priorities.
• High attention to detail and accuracy in all tasks.
• Demonstrates integrity and ethical behaviour at all times.
• Good problem-solving skills and practical thinking.
• Works well in a team and collaborates effectively.
• Flexible and adaptable to changing priorities.
• Proactive, takes initiative and shows ownership of tasks.