Job Description
TITLE: Facilities Coordinator
BUSINESS UNIT: Work Dynamics
REPORTING TO: Facilities Manager
DIRECT REPORT POSITIONS: Handyman (1 staff)
LOCATION: Semarang, Indonesia
POSITION GOAL
To coordinate day-to-day integrated facilities management operations for an office and laboratory hybrid facility through effective administrative support, vendor coordination, and supervision of the team in accordance with client standards and safety protocols
Principal Accountabilities
Team Supervision and Daily Coordination:
- Supervise and assign daily tasks to the team
- Monitor work order completion and ensure timely response to facility issues
- Provide guidance on routine electrical, HVAC, and plumbing troubleshooting where required
- Receive and respond immediately to anomalies or safety concerns reported
- Ensure the team maintains cleanliness and orderliness of shared lab and office utility spaces
Administrative and Documentation Support:
- Process and maintain all work permits, access logs, and onboarding documentation for vendor personnel
- Update CMMS with work orders, vendor reports, and inspection logs
- Prepare weekly and monthly facility activity reports
- Maintain organized filing systems for operational records and compliance documents
- Support documentation of operational records in coordination with the Handyman
Vendor Coordination:
- Coordinate scheduling and access for external vendors
- Track vendor attendance and ensure proper documentation of work completion
- Process vendor invoices and maintain vendor contact database
- Monitor vendor compliance with site safety requirements
Operational Support:
- Schedule and coordinate site emergency drills
- Coordinate routine facility checks conducted by the team and follow up on identified issues
- Support compliance with Henkel site regulations and chemical storage safety protocols
- Act as liaison between the Handyman, vendors, and client contacts
- Ensure the Handyman has necessary resources and support for daily operations
Client Service:
- Respond to client facility requests and coordinate appropriate resources
- Communicate status updates on ongoing work and maintenance activities
- Support client satisfaction through reliable coordination and responsive service
KEY PERFORMANCE MEASURES
- Accuracy and timeliness of documentation and administrative processing
- Effectiveness of coordination and work order management
- Compliance with Henkel site regulations and safety standards during all activities
- Responsiveness and coordination efficiency with internal teams and external vendors
- Contribution to client satisfaction through reliable daily operations support
General Requirements
Education:
- Diploma in Business Administration, Facilities Management, Engineering, or related field
- Technical background in facilities or building systems is an advantage
Experience:
- Minimum 3 years of experience in facilities coordination, administration, or related operations role
- Experience in office or light industrial facility environments preferred
- Previous supervisory or team coordination experience is an advantage
Technical and Administrative Skills:
- Basic understanding of building systems (electrical, HVAC, plumbing)
- Familiarity with chemical storage safety and lab environment protocols
- Proficient in using CMMS or mobile reporting tools for work order management
- Strong proficiency in Microsoft Office (Excel, Word, Outlook)
- Excellent documentation and record-keeping skills
- Strong attention to detail and organizational abilities
Language and Communication Skills:
- Good written and verbal communication skills in English and Bahasa Indonesia
- Able to interact professionally with vendors, clients, and team members
- Capable of preparing clear reports and maintaining effective correspondence
Personal Attributes:
- Strong organizational and multitasking abilities
- Proactive and responsive approach to problem-solving
- Customer service mindset
- Reliable and detail-oriented
- Able to work collaboratively in a small team environment
Work Arrangement:
- Full-time on-site position based in Semarang, Indonesia
- Willingness to work flexible hours as required by operational needs
- Availability for occasional emergency response coordination
