Job Title:  Facility Planning Coordinator

Notice

• Closing Date: Sunday, 10 May 2026
• Please submit a PDF copy of your CV, IC, Academic and Professional Certificate(s)
• Only shortlisted candidates will be notified

Job Description

The Facility Planning Coordinator provides administrative, technical, and site coordination support for company-wide facility projects, including refurbishments, renovations, and minor construction works. The role supports planning, documentation, site coordination, and progress tracking to ensure projects are executed efficiently, safely, and in accordance with approved drawings, specifications, and schedules.

Responsibilities and Tasks

• Coordinates refurbishment, renovation, and facility improvement projects
• Plans and coordinates site surveys, measurements, and collection of technical information for project planning
• Prepares and updates layout drawings and mark-ups using AutoCAD
• Drafts Bills of Quantities (BoQ), material compliance and other necessary tender documentations, including sustainability-related considerations where feasible
• Manages and coordinates project schedules, site access, and work sequencing with contractors and internal users
• Conducts routine site visits/meetings to monitor progress, housekeeping, and quality of compliance
• Tracks project progress, maintains action logs, meeting minutes and follow up on outstanding items
• Manages project documentation including drawings, permits, method statements, and inspection records
• Supports invoice verification by checking quantities, progress claims, and supporting documents
• Coordinates inspections, testing, and handover activities upon project completion
• Maintains drawing registers, document control logs, and project filing systems
• Liaises with internal stakeholders to manage work schedules and minimize operational disruption
• Escalates risks, delays, non-compliance or site issues promptly to the Facility Planning Manager or Head of Facility Management
• Adheres to Workplace Safety and Health Act, Chapter 277 and UNN HSE management system framework both within and beyond the office premises
• Manages and ensures contractors comply with HSE requirements and site safety rules
• Provides support by taking additional responsibilities as needed and assist the Facility Planning Manager by stepping in during their absence

Competencies

• Risk Management
• Policy, Standards & Governance
• Vendor & Contract Management
• Financial Forecasting, Budgeting & Cost Control
• Building System Operations & Maintenance
• Project Management
• Legal & Regulatory Compliance
• Construction Technology & Space Management
• Documentation, Data Management & Reporting
• Strategic Planning, Feasibility & Analysis
• Physical Security Systems & Operation
• Emergency Preparedness & Response

Area and Years of Experience

• Facility Management/Construction with 3 years of experience
• Drawings, BoQ, or Technical Documentation Preparation with 2 years of experience
• Site Coordination/Project Management with 2 years of experience
• Civil, Architectural, M&E Systems with 2 years of experience

Education

Higher National Diploma in Facilities Management, Construction Management, Civil Engineering, Mechanical/Electrical Engineering, Architecture, Building Services or relevant areas and equivalent working experience.