Senior Facilities Coordinator

Job Position : Senior Facilities Coordinator

Schedule : Monday to Friday | 7 : 00 AM to 4 : 00 PM PH Time

Location : Matina IT Park Davai City

Work Setup : Onsite

Role Overview

The Senior Facilities Coordinator is responsible for the effective delivery, coordination, and compliance of facilities operations and the national contractor network. This role ensures procedures, reporting standards, quality control, and operational processes are consistently implemented across all client accounts.

Working closely with the Facilities Coordination Manager (FCM), the Senior Facilities Coordinator supports operational consistency, regulatory compliance, and continuous improvement across all regions, while managing major client relationships and delivering high-quality service outcomes.

Key Responsibilities

1. National Facilities Coordination

Coordinate with national facilities operations to ensure alignment with organisational objectives and client requirements.

Manage major client accounts and maintain strong, professional client relationships.

Oversee day-to-day operational activities to ensure compliance with ISO standards, WHS requirements, and Service Level Agreements (SLAs).

Direct urgent and make-safe works to ensure rapid response, risk mitigation, and resolution.

2. Job Intake and Coordination

Receive and allocate jobs within 2 hours of assignment, updating relevant systems and confirming receipt with clients.

Coordinate national contractors to ensure prompt scheduling for site attendance or quotation.

Record all actions, communications, and documentation accurately in internal and client systems.

3. Contractor Compliance and Performance

Ensure all approved contractors maintain compliance with WHS legislation, insurance requirements, and company policies.

Conduct annual contractor reviews and maintain accurate records within the contractor compliance register.

Monitor contractor performance through inspections, audits, and client feedback.

Address and escalate breaches of compliance to the Facilities Coordination Manager or National Projects Manager as required.

4. Quoting, Scheduling, and Service Delivery

Request, track, and follow up quotations in line with 24-hour and 48-hour escalation frameworks.

Ensure all quotations comply with multi-quote thresholds ($5K, $10K, $20K+) and approval policies.

Schedule approved works within 2 hours of client approval, maintaining clear communication with clients and contractors.

Confirm contractor attendance prior to works and follow up on completion post-service delivery.

5. Quality Assurance and Reporting

Ensure all works meet quality standards and client specifications before job closure.

Collect, review, and verify completion evidence including photos, documentation, and invoices.

Review operational reports and financial data to ensure accuracy, efficiency, and compliance.

Support internal and external audits and contribute data and insights to weekly and monthly operational reports.

6. Workplace Health & Safety (WHS)

Ensure strict contractor adherence to WHS procedures and site-specific safety requirements.

Conduct or coordinate WHS inspections, audits, and incident investigations.

Participate in internal and external WHS reviews and support continuous improvement initiatives.

7. Customer and Stakeholder Management

Maintain proactive, transparent communication with clients, ensuring updates are provided within agreed SLAs.

Minimise client escalations and cancellations by addressing concerns promptly and professionally.

Foster strong, collaborative relationships with contractors, suppliers, and internal stakeholders.

Ensure seamless coordination between Facilities and Projects divisions.

8. Continuous Improvement

Identify opportunities to improve operational efficiency, service delivery, and contractor performance.

Drive continuous improvement initiatives to enhance client satisfaction.

Stay informed of industry trends and legislative changes impacting facilities management.

Contribute to training programs, toolbox talks, and team development activities as required.

Qualifications & Experience

Graduate of a relevant 4-year degree (e.g. Facilities Management, Engineering, Property, Business, or related discipline), or equivalent industry experience.

Experience in facilities coordination, facilities management, or a similar operational role.

Working knowledge of WHS requirements, contractor compliance, and SLA-driven service delivery.

Experience coordinating contractors and managing multiple work orders or client accounts.

Ability to review reports, financials, and documentation with strong attention to detail.

Strong communication, organisational, and stakeholder management skills.

Benefits :

• Day-shift schedule
• Free coffee and snacks
• Competitive salary
• 13th-month pay
• Paid annual leave
• HMO coverage
• Life insurance
• Birthday leave

Take a look at our office : We provide staff with access to state-of-the-art facilities

Meet our growing team :

Our Recruitment Process : Work Culture & Recruitment at GSN | A Look Inside