Site Facilities & Admin Assistant/Coordinator

About the role

The Site Facilities & Admin Assistant/Coordinator is the primary point of contact for all facilities and administrative operations at the assigned site. This role ensures the workplace remains safe, compliant, organized, and fully operational through hands‑on oversight and coordination with vendors and internal teams.

Key responsibilities

• Serve as the on‑site liaison for building administration, contractors, service providers, and internal departments.
• Monitor, track, and resolve maintenance issues, repairs, and workspace improvement requests.
• Coordinate vendor activities, ensuring timely completion of services and deliveries.
• Maintain office equipment, utilities, and facility systems for functionality and safety.
• Manage inventory of office assets, including tagging, tracking, and reporting damaged or missing items.
• Oversee procurement, repair, and replacement of office equipment and supplies.
• Support office layout adjustments, renovations, and space‑optimization projects.
• Provide day‑to‑day administrative support: calendar management, meeting coordination, correspondence, and document preparation.
• Maintain organized digital and physical filing systems and manage office supply reordering.
• Handle incoming/outgoing mail, deliveries, and courier services.
• Ensure proper waste segregation and compliance with safety protocols.

Required profile

• Highly organized and detail‑oriented.
• Proactive with the ability to manage multiple priorities in a fast‑paced environment.
• Strong communication skills to interact with employees, vendors, and internal teams.
• Commitment to 100% on‑site presence.

Required skills

What we offer

• Opportunity to work in a dynamic, on‑site environment.
• Exposure to facilities management and administrative coordination.
• Collaborative team culture focused on safety and efficiency.