Facility Operations Coordinator job description
A Facility Operations Coordinator keeps the daily work of a facility team organised. They log requests, schedule staff and vendors, and keep the client informed. The role suits firms running offices, campuses or residential sites.
Why the role exists
The coordinator is the desk-based hub of a facility team in an Indian office park or society. They take calls and tickets from occupants, assign jobs to technicians and housekeeping, track vendors and records, and support the facility manager with reports and client updates.
What the person does
- Log service requests from occupants by phone, email or app, assign them to the right team and track each to closure.
- Prepare the duty roster for housekeeping, security and technical staff, and update it when someone is absent.
- Schedule planned maintenance, pest control, water tank cleaning and fire equipment checks with vendors and site teams.
- Maintain records such as visitor logs, asset registers, vendor contacts and inspection checklists for audits.
- Track purchase requests for consumables and spares, follow up with vendors and check deliveries against orders.
- Collect attendance and overtime records from the site teams and send them to HR and accounts on time.
- Draft daily and weekly reports for the facility manager and the client on tickets, downtime and pending work.
- Coordinate on-site events, move-ins and contractor entries, and make sure access passes and permits are in place.
Skills and tools
- Helpdesk and ticket handling by phone, email or CMMS
- MS Excel and Word for rosters, trackers and reports
- Vendor follow-up and purchase request handling
- Rosters and shift planning for mixed teams
- Asset registers and inspection records
- Clear, polite communication with occupants and staff
- Organising work under frequent interruptions
- Basic knowledge of building services and routine maintenance
Education and experience
Preferred, never a bar: equivalent experience counts.
- Preferred: graduate or diploma holder in any stream, or equivalent experience in office administration or facility operations.
- Preferred: one or more years in a facility, administration or helpdesk role.
- Preferred: working knowledge of Excel and email, with experience of a ticketing or CMMS tool being useful.
- Preferred: good written English and a local language for notices and instructions.
How the work is judged
- Time taken to log, assign and close service requests.
- Accuracy of rosters, attendance and overtime records.
- Planned maintenance and vendor visits completed on schedule.
- Completeness of records ready for audits and client reviews.
- Clarity and timeliness of reports sent to the facility manager.
Where the role can lead
- Facility Executive or Assistant Facility Manager.
- Facility Manager for a single client site.
- Operations Manager or Helpdesk Lead for the firm.
Interview questions to ask
Ask every candidate the same questions in the same order and score them against written anchors, so the decision rests on the work and not the impression.
- Several tickets come in at once, each marked urgent. How do you decide the order?
- A housekeeping attendant calls in sick at six in the morning. What do you do?
- How do you track vendor visits so that none is missed in a month?
- Tell us how you would build a weekly report for a client from raw ticket data.
- An occupant is angry about a delayed repair. How do you respond?
- Describe a record or checklist you kept that helped in an audit or dispute.
Hiring tips for this role
- Set a short exercise with a messy list of tickets and a roster gap. Ask the candidate to prioritise and explain their choices.
- Check Excel skills with a real task, not a certificate. A tidy tracker is part of the daily job.
- Ask how the person kept calm when complaints piled up. Helpdesk pressure is the main cause of early exits.
- Say plainly what hours, shifts and weekend cover the role needs. Operations roles often need a flexible roster.
Questions about hiring a facility operations coordinator
They run the desk side of facility work: logging requests, assigning jobs, planning rosters, tracking vendors, keeping records and preparing reports for the facility manager and client.
The manager owns the site, the budget and the client relationship. The coordinator supports the manager with scheduling, records and follow-up, and often handles first contact for occupants.
Basic knowledge helps, such as the common building services and what a routine check involves. Deep technical skill is not needed, since technicians and engineers do the repair work.
GullyHR helps with permanent hiring. We agree the job description with you, find and screen coordinators with helpdesk and facility experience, and support the offer.
Hiring a facility operations coordinator?
GullyHR runs talent acquisition for permanent roles. We agree the job description with you, find and screen candidates against it, and support the offer through to joining. We recruit permanent employees. We do not supply contract or temporary staff.