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JOB DESCRIPTION TITLE: Facilities CoordinatorBUSINESS UNIT: Work DynamicsREPORTING TO: Facilities ManagerDIRECT REPORT POSITIONS: Handyman (1 staff)LOCATION: Semarang, Indonesia
POSITION GOAL To coordinate day-to-day integrated facilities management operations for an office and laboratory hybrid facility through effective administrative support, vendor coordination, and supervision of the team in accordance with client standards and safety protocols
PRINCIPAL ACCOUNTABILITIES
Team Supervision and Daily Coordination:
Supervise and assign daily tasks to the team
Monitor work order completion and ensure timely response to facility issues
Provide guidance on routine electrical, HVAC, and plumbing troubleshooting where required
Receive and respond immediately to anomalies or safety concerns reported
Ensure the team maintains cleanliness and orderliness of shared lab and office utility spaces
Administrative and Documentation Support:
Process and maintain all work permits, access logs, and onboarding documentation for vendor personnel
Update CMMS with work orders, vendor reports, and inspection logs
Prepare weekly and monthly facility activity reports
Maintain organized filing systems for operational records and compliance documents
Support documentation of operational records in coordination with the Handyman
Vendor Coordination:
Coordinate scheduling and access for external vendors
Track vendor attendance and ensure proper documentation of work completion
Process vendor invoices and maintain vendor contact database
Monitor vendor compliance with site safety requirements
Operational Support:
Schedule and coordinate site emergency drills
Coordinate routine facility checks conducted by the team and follow up on identified issues
Support compliance with Henkel site regulations and chemical storage safety protocols
Act as liaison between the Handyman, vendors, and client contacts
Ensure the Handyman has necessary resources and support for daily operations
Client Service:
Respond to client facility requests and coordinate appropriate resources
Communicate status updates on ongoing work and maintenance activities
Support client satisfaction through reliable coordination and responsive service
KEY PERFORMANCE MEASURES
Accuracy and timeliness of documentation and administrative processing
Effectiveness of coordination and work order management
Compliance with Henkel site regulations and safety standards during all activities
Responsiveness and coordination efficiency with internal teams and external vendors
Contribution to client satisfaction through reliable daily operations support
GENERAL REQUIREMENTS
Education:
Diploma in Business Administration, Facilities Management, Engineering, or related field
Technical background in facilities or building systems is an advantage
Experience:
Minimum 3 years of experience in facilities coordination, administration, or related operations role
Experience in office or light industrial facility environments preferred
Previous supervisory or team coordination experience is an advantage
Technical and Administrative Skills:
Basic understanding of building systems (electrical, HVAC, plumbing)
Familiarity with chemical storage safety and lab environment protocols
Proficient in using CMMS or mobile reporting tools for work order management
Strong proficiency in Microsoft Office (Excel, Word, Outlook)
Excellent documentation and record-keeping skills
Strong attention to detail and organizational abilities
Language and Communication Skills:
Good written and verbal communication skills in English and Bahasa Indonesia
Able to interact professionally with vendors, clients, and team members
Capable of preparing clear reports and maintaining effective correspondence
Personal Attributes:
Strong organizational and multitasking abilities
Proactive and responsive approach to problem-solving
Customer service mindset
Reliable and detail-oriented
Able to work collaboratively in a small team environment
Work Arrangement:
Full-time on-site position based in Semarang, Indonesia
Willingness to work flexible hours as required by operational needs
Availability for occasional emergency response coordination
Location:
On-site –Indonesia
Job Tags:
Hiring
If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!
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