Facilities Coordinator

Work location: Mivida Business Park, Fifth Settlement, New Cairo Reports to: Head of Facilities Employment type: Full-time, on-site

About the Role The Facilities Coordinator is the administrative and front-of-house backbone of the Head of Facilities' operation — the first point of contact for tenants, vendors, and visitors, and the person who keeps documentation, scheduling, and reporting running across every project without depending on any one person's memory or inbox. As the company takes on more projects, this role is what makes each new one start with proper systems in place from day one, instead of rebuilding records after the fact.

Reporting Structure

• Reports directly to the Head of Facilities.
• Company-wide scope — supports all current and future projects, not a single site.

Key Responsibilities Help Desk

• Act as the first point of contact at the facilities help desk — welcoming visitors, tenants, and vendors, and directing inquiries to the right person or team.
• Log and track all incoming tenant service requests and complaints, routing each to the right site team and following through to closure.
• Maintain a professional, responsive front-of-house presence representing the Head of Facilities' office.

Soft Services

• Coordinate and monitor delivery of soft services — cleaning, landscaping, pest control, and related contracts — liaising with vendors on schedules and service standards.
• Track soft-services vendor contract renewals, certifications, and service-level performance.

Hard Services

• Support coordination of hard services (MEP / technical maintenance) administration — logging work orders, tracking Permit-to-Work paperwork, and following up on completion status with the technical team.
• Own and update the Master PPM Calendar and KPI/SLA scorecards, consolidating inputs from site-level supervisors ahead of management reporting.

Documentation & Reporting

• Maintain and continuously update the master facilities document control system — contracts, drawings, submittals, handover packages, as-built registers, and O&M manuals — across all projects.
• Take and distribute Minutes of Meetings for facilities-related meetings with owners, tenants, consultants, and vendors, and maintain correspondence logs and action-item trackers.
• Support preparation of the Monthly FM Report to Management, consolidating data across multiple projects.
• Track purchase orders, invoices, and payment approvals related to facilities operations, liaising with finance/accounts.

Coordination & Scheduling

• Coordinate and schedule the Head of Facilities' meetings, site visits, and vendor/consultant appointments across all active projects.
• Maintain the vendor and contractor contact database, contract renewal calendar, and insurance/certification expiry tracker across all sites.
• Support onboarding of new hires and vendors into the facilities management system — access, documentation, induction scheduling.
• Help roll out new SOPs, PPM templates, and reporting tools consistently as the in-house team and future projects come online.

Required

• 4–6+ years of experience in a facilities, real estate, or property coordination/administration role.
• Strong organizational and documentation skills — comfortable managing large sets of contracts, drawings, and records; spreadsheet-proficient.
• Experience coordinating across multiple stakeholders — vendors, contractors, tenants, and consultants.
• Fluent in both Arabic and English, spoken and written, including professional correspondence and Minutes of Meetings.
• Proficient in Microsoft Office 365, and comfortable using AI tools (e.g., ChatGPT, Claude) as part of daily workflow.
• Comfortable in a front-of-house, help-desk-facing role in addition to back-office administration.
• Detail-oriented and proactive — able to work independently, follow up on open items, and flag gaps without heavy supervision.
• Bachelor's degree in business administration, engineering, or a related field, or equivalent demonstrated experience.

Preferred

• Prior exposure to real estate, construction, or facilities management specifically.
• Experience with CRM or property/contract-management software (e.g., Odoo or similar).
• Experience supporting a document-control or archive-reorganization effort.
• Experience with PPM/CMMS-style tracking (even spreadsheet-based) or vendor/contract databases.

Logistics

• Based in, or able to commute reliably new Cairo
• Flexibility for occasional early/late hours.