Position Overview
The Facility Coordinator is responsible for managing and coordinating all hard services operations for our banking client's facilities. This role encompasses the management of critical building systems and infrastructure, health and safety programs, asset lifecycle management, and occupancy monitoring to ensure optimal facility performance, regulatory compliance, and a safe working environment that supports business objectives.
Key Responsibilities
Hard Services Operations Management
Oversee daily operations of all hard services including HVAC systems, electrical infrastructure, plumbing, fire protection systems, building automation systems (BAS), elevators, generators, and structural components. Coordinate planned preventive maintenance programs and reactive maintenance activities to ensure maximum system uptime and reliability. Manage service providers and contractors, ensuring adherence to service level agreements and quality standards. Monitor system performance through building management systems and implement corrective actions when issues arise.
Health, Safety, and Environment (HSE) Management
Develop, implement, and maintain comprehensive HSE policies and procedures in compliance with regulatory requirements and banking industry standards. Conduct regular workplace inspections, risk assessments, and hazard identification across all facility operations. Investigate accidents, incidents, and near-misses, documenting findings and implementing corrective and preventive actions. Coordinate emergency response procedures including fire drills, evacuation exercises, and business continuity protocols. Deliver HSE training and induction programs for employees, contractors, and visitors, maintaining accurate training records. Monitor contractor safety compliance including permit-to-work systems, hot work permits, and method statements. Maintain incident reporting systems and prepare regular HSE performance reports with trend analysis and improvement recommendations. Ensure environmental compliance including waste management, energy consumption monitoring, and indoor air quality standards.
Asset Management
Maintain comprehensive asset registers for all hard services equipment and building systems, including technical specifications, warranty information, and maintenance history. Develop and implement asset lifecycle management strategies to optimize equipment performance and replacement planning. Monitor asset performance metrics, tracking reliability, maintenance costs, and remaining useful life. Coordinate asset condition assessments and recommend capital improvement projects based on asset health data. Manage equipment commissioning, decommissioning, and disposal processes in accordance with organizational procedures. Maintain digital records including technical drawings, equipment manuals, maintenance schedules, and compliance certificates. Support budgeting processes by providing asset-related cost forecasts and capital expenditure recommendations.
Occupancy Monitoring and Space Management
Monitor and analyze space utilization patterns across banking facilities using occupancy monitoring systems and workplace analytics. Track occupancy levels, meeting room usage, desk utilization, and traffic patterns to support workplace optimization initiatives. Generate regular occupancy reports providing insights on space efficiency and opportunities for improvement. Coordinate with client stakeholders to align facility capacity with business requirements and workforce planning. Support hot-desking, flexible workspace, and hybrid working arrangements through effective occupancy data management. Identify underutilized areas and recommend space reconfiguration or repurposing strategies. Ensure occupancy levels comply with building codes, fire safety regulations, and maximum capacity requirements.
Compliance and Regulatory Management
Ensure all facility operations comply with building codes, health and safety regulations, environmental standards, and banking industry requirements. Coordinate regulatory inspections and audits, maintaining readiness through organized documentation and proactive compliance monitoring. Manage statutory compliance including fire safety certifications, pressure vessel inspections, electrical testing, and emergency lighting certifications. Maintain compliance calendars tracking renewal dates for permits, licenses, and mandatory inspections.
Vendor and Contractor Coordination
Manage relationships with service providers, specialists, and contractors for all hard services disciplines. Conduct vendor performance reviews using key performance indicators and service quality metrics. Negotiate contracts and service agreements ensuring value for money and appropriate service levels. Oversee contractor activities on-site including safety compliance, work quality, and minimizing disruption to operations.
Budget Management and Cost Control
Prepare and manage operational budgets for hard services, HSE programs, asset maintenance, and monitoring systems. Track expenditures against budget, identifying variances and implementing cost control measures. Review and approve invoices, purchase orders, and service quotes ensuring accuracy and budget adherence. Identify cost-saving opportunities through energy efficiency initiatives, predictive maintenance strategies, and process optimization.
Documentation and Reporting
Maintain accurate and up-to-date facility documentation including maintenance logs, asset records, HSE documentation, and occupancy data. Generate regular reports for client stakeholders covering operational performance, safety metrics, asset health, space utilization, and compliance status. Develop and maintain standard operating procedures for all hard services operations and safety-critical activities. Ensure all documentation meets audit requirements and supports business decision-making.
Continuous Improvement
Identify opportunities to enhance facility performance, safety culture, asset reliability, and space efficiency. Implement best practices and industry standards across all areas of responsibility. Support sustainability initiatives including energy management, waste reduction, and environmental stewardship. Stay current with technological advancements in building systems, safety management, and workplace analytics.
Required Qualifications
Education and Experience
Bachelor's degree in Facility Management, Engineering (Mechanical/Electrical/Civil), Occupational Health and Safety, Building Services, or related technical discipline. Minimum 3-5 years of progressive experience in facility management with demonstrated expertise in hard services operations, preferably within banking, financial services, or commercial real estate sectors. Proven track record managing HSE programs, asset portfolios, and workplace optimization initiatives.
Technical Competencies
Strong understanding of MEP systems, building automation, and critical infrastructure operations. Comprehensive knowledge of HSE regulations, risk assessment methodologies, and safety management systems. Proficiency with computerized maintenance management systems (CMMS), building management systems (BMS), and workplace analytics platforms. Experience with asset management software and lifecycle planning methodologies. Familiarity with occupancy monitoring technologies including sensors, space booking systems, and data analytics tools. Understanding of energy management principles and sustainable building operations.
Core Competencies
Excellent organizational and multitasking abilities with capacity to manage diverse responsibilities simultaneously. Strong analytical skills for interpreting operational data, safety metrics, asset performance indicators, and occupancy trends. Effective risk assessment and problem-solving capabilities for technical and safety-related challenges. Strong communication skills for engaging with clients, vendors, employees, regulatory authorities, and senior stakeholders. Vendor management and contract negotiation skills with focus on quality and compliance. Attention to detail in documentation, reporting, and compliance management. Ability to work independently while collaborating effectively with cross-functional teams.
Personal Attributes
Proactive approach to identifying and resolving facility, safety, and operational issues. Safety-conscious mindset with commitment to creating incident-free workplaces. Customer-service orientation with focus on supporting client business objectives. Adaptability to changing priorities in dynamic banking environments. Professional demeanor suitable for high-security corporate settings.
Working Conditions
This position operates in professional banking facility environments with regular site visits to inspect mechanical areas, equipment rooms, and workplace spaces. The role requires conducting inspections in various conditions including plant rooms, rooftops, basements, and outdoor areas. Flexibility to respond to facility emergencies, safety incidents, and critical system failures outside regular business hours. Travel between multiple sites may be required depending on portfolio scope.
Key Performance Indicators
- Critical system uptime and reliability metrics
- Preventive maintenance schedule compliance rate
- HSE incident frequency and severity rates (target: zero harm)
- Regulatory compliance audit scores
- Asset availability and mean time between failures (MTBF)
- Asset maintenance cost versus replacement value ratios
- Space utilization efficiency percentages
- Occupancy data accuracy and reporting timeliness
- Vendor performance and SLA achievement rates
- Budget variance and cost management performance
- Client satisfaction scores
- Emergency response effectiveness
