Facility Coordinator - Soft Services Management

Facility Coordinator - Soft Services

Job Title

Facility Coordinator - Soft Services

Job Description Summary

Job Description

The Facility Coordinator is responsible for managing all Soft Services operations, including housekeeping, pest control, and horticulture, while supporting integrated facility management (IFM) objectives at site. The role requires proactive engagement with stakeholders and employees to understand, address, and resolve all Facility Management–related concerns using domain expertise and service excellence.

The position works closely with the Assistant Facility Manager to ensure seamless service delivery, compliance, cost control, and continuous improvement across both soft and hard services.

Key Responsibilities

• Plan, supervise, and monitor housekeeping operations to ensure cleaning standards, hygiene protocols, and service frequencies are met in line with C&W standards.
• Conduct daily floor walks and site inspections to assess cleanliness, aesthetics, signage, washroom upkeep, pantry hygiene, janitor closets, storage areas, and common areas.
• Ensure proper manpower deployment, shift planning, and task assignments for housekeeping and technical teams.
• Oversee and manage pest control services, ensuring planned treatments are executed effectively and complaints are resolved within defined SLA timelines.
• Supervise horticulture and landscaping activities, ensuring healthy plant growth and aesthetic maintenance.
• Ensure janitor closets, chemical rooms, and storage areas are maintained in a clean, organized, and compliant condition at all times.
• Ensure all soft services activities are captured, tracked, and closed as per the 52‑week planner.
• Assist the Assistant Facility Manager in developing and implementing strategic plans, SOPs, policies, and operational procedures for soft and hard services.
• Ensure all soft services activities are captured, tracked, and closed as per the 52‑week planner.
• Conduct regular inspections to identify maintenance needs, safety hazards, and statutory non‑compliances, coordinating timely corrective actions.
• Ensure all electromechanical systems PPM activities are undertaken in accordance with the 52‑week planner.
• Prepare schedules and execute Annual Power Shutdown activities for all critical equipment.
• Ensure all critical equipment AMCs are renewed well in advance.
• Monitor energy usage, equipment performance, and maintenance costs to achieve operational efficiency.
• Act as the primary point of contact for RES/IFM soft services, ensuring timely resolution of client and occupant concerns.
• Maintain effective relationships with internal stakeholders, occupants, and FM teams to understand service needs and ensure customer satisfaction.
• Participate in client meetings, service reviews, audits, and inspections related to soft services.
• Coordinate with vendors and contractors to ensure delivery of housekeeping, pest control, waste management, horticulture, and other soft services strictly as per contracts, SLAs, KPIs, and C&W processes.
• Conduct regular quality audits and performance evaluations of soft service vendors and submit observation, corrective action, and improvement reports.
• Manage all vendor staff deployed under C&W, ensuring discipline, proper grooming, attire, etiquette, and full labour law compliance.
• Submit monthly vendor evaluation reports and provide data for QBR / MMR reviews.
• Ensure compliance with SOPs, safety norms, MSDS guidelines, and statutory hygiene requirements.
• Ensure all EHS, building compliance, and audit documents are reviewed, updated, and available at site.
• Carry out weekly inspection checks and submit reports through Velocity EHS and Legatrix tools.
• Ensure all work orders are closed on time in FAMIS360, with proper root cause analysis and corrective actions.
• Support emergency response, incident reporting, and audit readiness.
• Maintain strict control over consumables, cleaning chemicals, equipment, and tools, ensuring adequate stock levels and safe handling.
• Track consumption and ensure no stock‑out situations occur at site.
• Maintain and regularly review inventory sheets for housekeeping and soft services materials.
• Collaborate with the Finance/Facility Manager on budget planning, cost control, and cost‑saving initiatives without compromising service quality.
• Monitor service costs, productivity, and resource utilization for operational efficiency.
• Prepare cost sheets, initiate PRs/POs, submit & track invoicing, and support performance reporting.
• Assist in cost optimization and financial reporting related to soft services.
• Ensure all soft service staff are trained, skilled, groomed, and compliant with site EHS and client requirements.
• Support training programs and toolbox talks to enhance team capability.
• Stay updated with industry trends and best practices to implement innovative solutions.
• Proactively identify opportunities for process improvement, service enhancement, and operational excellence across soft and hard services.
• Maintain discipline, professionalism, and service culture across on‑site teams.

 

 

 

INCO: “Cushman & Wakefield”