Coordinator-Facilities

Coordinator - Facilities should perform daily administrative work to support Facilities Department requirements and ensure the office functions smoothly.

Main duties include:

• Receive and review all Facilities department invoices and delivery notes, ensuring verification and updating of the invoice tracker. 
• Receive Facilities requests and ensure timely updates to the Facilities request tracker.
• Prepare and maintain technical drawings using software such as AutoCAD.
• Coordinate with user departments to collect service confirmations, fuel consumption data, and other required information.
• Monitor and maintain the Facilities work tracker to ensure updated and accurate records.
• Prepare overtime requests, overtime pre‑approval forms, and departmental employee timesheets, and verify drivers’ vehicle logbooks for           applicable  overtime or days in lieu.
• Perform asset tagging and maintain accurate records of all departmental assets.
• Prepare internal memorandums, letters, and application forms (both online and offline), and maintain proper records.
• Raise purchase requests and prepare petty cash requests as required.
• Maintain housing records, vehicle fleet records, staff training documentation, and any additional Facilities-related records as directed by             the Head of Department.
• Maintain up‑to‑date records of Airport Passes, AVOPs, and related access credentials.
• Coordinate with the Security Department to obtain NOCs and access approvals for airside permits and other passes for Facilities department employees, company vehicles and subcontractor staff.
• Responsible for maintaining comprehensive contract records and ensuring continuous tracking of contract validity and expiration.
• Responsible for preparing, maintaining, and updating all Facilities forms, reports, and any additional documentation required by the department.
• Prepare and update signage board templates for offices, parking areas, and company vehicle logos.
• Responsible for maintaining comprehensive housing records, overseeing inventory control, and managing Check‑In and Check‑Out                       procedures.
• Responsible for inspecting and preparing crew accommodation apartments for move‑in and move‑out, conducting inventory checks,                   coordinating with staff for form collection and signatures, and act as the primary contact for maintenance issues.
• Manage and maintain stock levels for the Crew Accommodation store.
• Responsible for attending induction sessions for new joiners on behalf of the Facilities Department.
• Responsible for arranging and securing the necessary permits for the movement of assets within the airside area.
• Responsible for preparing Asset Disposal Forms and liaising with the appropriate departments to ensure timely follow‑up. 
• Responsible for maintaining comprehensive documentation of contract staff details.
• Ensure all Facilities Job Descriptions are current, accurate, and properly documented. 
• Responsible for all secretarial and administrative functions within the department.
• Ensure proper control and replenishment of stationery stock.
• Manage and maintain beverage stock, including tea, coffee, and related supplies.
• Manage and track spare parts inventory for Facilities department.
• Manage and monitor utility meters and perform monthly inspections.
• Responsible for ensuring accuracy and completeness of Facilities master data.