Workplace Operations Coordinator

We are seeking an active Workplace Operations Coordinator to play an integral role in daily operations and the coordination of the company’s support services. Operating in direct alignment with the Facilities Manager, the primary responsibility of this role is to follow up on operational tasks, coordinate with service contractors, maintain data-driven control over consumable inventories, and support the structured processes of the facilities department.

In the company’s current structure, all support services—including facilities/maintenance, cleaning, hospitality, catering, green space maintenance, and ancillary services—are outsourced to specialized contracting companies, and there are no internal service staff. Therefore, this role requires an organized, data-driven, persistent, and detail-oriented individual who possesses a passion for administrative tasks and documentation, and who can contribute to elevating and smartening the department's processes.

Core Tasks (At a Glance)

• Data entry and updating records
• Tracking tickets and requests
• Daily coordination with contractors
• Following up on tasks until full resolution
• Conducting periodic inspections
• Data collection for reporting
• Coordinating meetings, visits, and services
• Following up on administrative affairs and documentation

Key Responsibilities

1. Daily Operations Coordination & Contractor Follow-up

• Coordinate and follow up on daily services with facilities contractors, including maintenance, cleaning, hospitality, catering, green space, and other support services.
• Maintain continuous communication and coordination with contractors and service providers to resolve deficiencies and execute corrective actions.
• Track submitted requests and tickets until the issue is fully resolved, ensuring compliance with defined standards.
• Inform and escalate important matters or issues requiring decisions to the Facilities Manager.

2. Data-Driven Inventory Management & Procurement Support

• Review, control, and analyze consumption patterns of items and equipment used in the facilities department.
• Identify purchasing needs based on inventory levels and submit timely requests to prevent item shortages.
• Coordinate with the procurement department to track the sourcing and delivery of goods and services.

3. Administrative Affairs, Documentation & Process Development

• Record, update, and integrate information, service histories, and contractor profiles within the relevant systems.
• Collect, categorize, and analyze operational data to support the transition of the facilities department into a data-driven unit.
• Maintain precise administrative documentation and strive to optimize and apply creativity to routine tasks and departmental documentation.

Qualifications

• Work Experience: Minimum of 5 years of relevant experience in facilities coordination, support services, or operations management.
• Tools & Skills: High proficiency in Microsoft Excel; sufficient familiarity with CRM systems, ticket management systems, and office automation tools.
• Data-Driven Mindset: Ability to work with numbers, generate reports, and an interest in recording and analyzing operational data.
• Time Management: Strong skills in prioritizing concurrent tasks in dynamic and multitasking environments.
• Communication: Proper professional communication skills and effective interaction with contractors, suppliers, and internal colleagues.

Personal Attributes

• Organized & Process-Oriented: An individual who does not find administrative work and documentation tedious, and who constantly seeks to maintain order and accuracy in recording information.
• Creative in Routines: Interested in and capable of applying creativity to optimize and smarten ordinary, day-to-day work processes.
• Operational & Action-Oriented: Persistent, result-oriented, and possessing a problem-solving mindset when facing daily operational challenges.
• Meticulous & Detail-Oriented: Highly focused on the details of contractors' services and the accuracy of recorded data.
• Responsible & Reliable: Committed to fulfilling duties and following up on tasks until the final result is achieved.

• You'll have a great impact: Your contributions will be pivotal in our mission to serve millions of people.
• You’ll be part of a team that values craftsmanship, speed, and innovation.
• We offer health insurance and a culture that values learning and autonomy.
• You’ll be surrounded by people who care about doing great work — and enjoy it along the way.