Facilities Maintenance Coordinator

Job Purpose:The Building Maintenance Coordinator provides administrative and coordination support to the Maintenance Department, ensuring that maintenance complaints, contractor activity and tenant communication are logged, tracked and reported accurately and on time. The role is the central coordination point between tenants, contractors, sub-contractors, suppliers, maintenance staff and the Real Estate Manager on all day-to-day maintenance matters, and supports consistent service delivery across the property portfolio.

Job Responsibilities

1.Maintenance Engineer SupportProvide day-to-day administrative and coordination support to the Maintenance Engineer across all maintenance activities.Keep the Maintenance Engineer informed on complaint status, contractor performance and any matter requiring escalation.2. Complaint and Service Request AdministrationLog and administer all maintenance complaints, including properties covered under contractor guarantee, using a systematic tracking record.Monitor the status of each complaint through regular follow-up and coordination with Contractors, Sub-Contractors, Suppliers, Consultants and Maintenance Staff.Coordinate with Sales Coordinators and other internal stakeholders where a maintenance matter intersects with a leasing or sales issue.3. Tenant and External Stakeholder CommunicationAttend to all incoming calls related to maintenance and direct them to the appropriate party.Keep tenants informed of the status of their maintenance complaints and ensure a consistent standard of service.Prepare official letters and correspondence to Tenants, Sub-Contractors and Suppliers on routine maintenance jobs and related matters.4. Records, Reporting and DocumentationMaintain accurate, organised and up-to-date records and files for the Maintenance Department.Prepare periodic and ad hoc reports on maintenance work and complaints, as required by the Real Estate Manager.5. Workforce and Site CoordinationCheck and maintain the daily work schedule of Foremen, and report status to the Maintenance Engineer.Coordinate maintenance-related matters with the Store Keeper, Foremen, Building Security, Watchmen and Maintenance Staff.Qualification and skills:Diploma /Bachelor’s degree with more than 5 years’ experience in Building Maintenance coordination or field related work in maintenance.Fluency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)Excellent Communication SkillsCustomer service attitudeMultitasking and time-management skills, with the ability to prioritize task