Facilities & Security Coordinator / Executive

Your tasks

The Facilities &Security Coordinator / Executive is responsible for the smooth operation, safety, and security of the institute’s premises. The incumbent will manage daily facilities, operations, vendor coordination, safety compliance, and emergency preparedness, ensuring a safe and efficient environment for staff, visitors, and students.

Facilities & Operations Management

• Oversee the day-to-day functioning of institute facilities, including security, cleaning, and general maintenance.
• Ensure all security and safety protocols are adhered to and regularly reviewed.

• Monitor and manage facility readiness, including power, water systems, and building infrastructure.
• Coordinate with service providers for preventive maintenance and repairs.

Office Administration

• Maintain accurate filing systems and records (digital and hard copy).
• Perform data entry and maintain facilities databases.

Procurement & Vendor Coordination

• Handle office purchases, from stationery supplies to facility services.
• Liaise and coordinate with vendors and contractors for cleaning, security, and maintenance services.

• Review vendor performance and ensure service standards are met.

Financial Administration

• Process expense claims and vendor payments via the Justlogin system.
• Track and monitor facilities-related expenses to stay within budget.

Safety &Compliance

• Ensure compliance with local regulations and institute safety policies.
• Develop, review, and improve safety protocols and standard operating procedures.

• Conduct regular safety audits and inspections.

Emergency Management

• Manage fire safety systems and emergency response plans.
• Train staff on safety rules, fire drills, and emergency preparedness.

• Lead emergency response readiness for situations such as fire alarms, power outages, and water leaks.

Reception &Customer Service

• Act as the first point of contact for visitors and staff.
• Manage reception duties including answering phone calls, handling mail deliveries, and attending to visitor needs.

Project Management

• Support facilities-related projects such as office renovations, space planning, and security system upgrades.
• Track project timelines, coordinate stakeholders, and ensure smooth execution.

Other Responsibilities

• Maintain an updated inventory of facilities equipment and supplies.
• Support event setups and logistics coordination.

• Perform any other duties as assigned by the Senior Duty Manager.

Requirements

Qualifications and Requirements

• Diploma in Facilities Management, Business Administration, or related field.
• Valid security licence will be an advantage.

• At least 2-3 years of relevant experience in facilities and security management.
• Familiarity with safety regulations and emergency procedures.

• Strong organizational and communication skills.
• Proficient in MS Office and administrative systems (experience with Justlogin is an advantage).

• Able to work independently and handle multiple tasks efficiently.