Facilities Coordinator

Job Responsibilities Events Scope ● First responder to any event space bookings or queries reported by users and manage the ticketing system accordingly. ● Lead the setup of event space bookings as requested by the user ● Coordinating and communicating with requestor/host for event bookings. ● Update documents and calendars forevent and spaces tracking ● Workplace event conceptualisation, planning and execution with clients and stakeholders ● Plan and lead festive decorations and events/activities in the office ● Preparation and designing of event related graphics and signages as required. ● Support in the preparations and rotating standby duties for workplace events at the Premises Pantry Scope ● Manage the food, beverages and stationeries stocks ordering for the Premises ● Responds to request regarding the food pantry and office supplies in a timely manner. ● Placing orders for food and beverage for the weekly specials and events. ● Lead the set-up and preparation of the weekly specials and any workplace events Process payments for vendors after receiving orders. ● Manage inventory list for stationery and pantry supplies. ● Manage inventories of pantry equipment, plates, cups, cutlery and utensils. ● Manage storage areas and ensure that area is stocked correctly and safely. ● Practice FIFO and ensure no expiry/damages to pantry inventory. ● Practice periodic update to pantry varieties to improve user satisfaction. JIRA Scope ● Respond to tickets related to events and pantry ● Process name card requests by users ● Process digital signage requests by users Miscellaneous ● Carry out daily/weekly/ monthly site walks and inspections. ● Provide relief coverage for Reception, as and when required, including daily breaks. ● Support the backfill reception, if needed. ● Support in the drafting of communication and design of posters / signages. ● Administrative duties, e.g. update documents. ● Other duties as assigned by the Site Lead. Knowledge, Skill and Abilities Required ■ Have relevant experience in facility management or pantry management ■ Experience in using Canva, ARIBA and SAP applications ■ Strong customer service skills for internal and external customers ■ Excellent communication and interpersonal skills are key ■ Proactive and outgoing personality is a plus ■ Good vendor management skills ■ Ability to work in a team ■ Excellent time management skills ■ Meticulous and attention to details ■ Demonstrate professionalism when dealing with challenging stakeholders