Facilities and Maintenance Coordinator

Job Title: Facilities & Maintenance Coordinator

Roles & Responsibilities

Maintenance

• Work Orders / Repair Orders (WO/RO)

• Submit monthly rental orders for rental equipment
• Create WOs for all required repairs of warehouse MHE (Material Handling Equipment).
• Review and approve WO/RO submissions.

2.Administration / Invoicing

• Follow up on vendor invoices.
• Close out LAON items.
• Submit EP requests.
• Complete vendor registrations.
• Obtain necessary approvals from LG.
• Review documentation and contracts, and escalate any urgent matters as needed.
• Support HQ requests on urgent matters not directly related to maintenance (e.g., coordinating overflow yard contacts and arrangements, submitting EPs for overflow yard usage).

3.Insurance Claims – Property Damage

• Coordinate with the insurance company regarding claim processing and settlement.
• Assign appropriate vendors for repair work.
• Schedule repair and restoration activities.

4.Vendor Coordination

• Contact vendors to request quotations.
• Coordinate scope, scheduling, and service requirements with vendors.
• Conduct site visits as needed.

5.IT Support (Limited support due to authorization access.)

• Check equipment for proper functionality.
• Install required hardware.
• Perform basic laptop setup for new users.
• Troubleshoot equipment and resolve basic technical issues.
• Support HQ with related requests.
• Assist LG with IT-related requirements.

6.Safety

• Maintain communication and coordination with the security team.
• Conduct alarm system inspections.
• Monitor camera systems.
• Key card assignment (previously handled; now managed by HR).
• Asset Management
• Track and manage company assets.
• Maintain asset records and documentation.
• Coordinate asset allocation and updates as needed.
• Manage asset transfers to different distribution centers (DCs).

Qualifications:

• Education:
• High school diploma or equivalent required.

Skills & Abilities:

• Strong attention to detail and accuracy in financial documentation and data entry.
• Proficiency in Microsoft Office Suite, particularly Excel; experience with accounting software preferred.
• Good communication skills for interacting with vendors, employees, and other departments.
• Ability to work in a fast-paced environment and handle multiple tasks simultaneously.
• Strong organizational skills and ability to maintain accurate records.

Physical Demands:

• Ability to sit or stand for extended periods while working at a desk.
• Light physical work such as organizing and filing financial documents, lifting files up to 25 lbs, or retrieving records from filing cabinets.