Facility Coordinator

Job description

Position Summary Reporting to the Facility Supervisor, the Facility Coordinator will be responsible for overseeing and delivering a full facility and project management solution to the facility known as the King Edward VII Memorial Hospital (KEMH) in Bermuda. The King Edward Memorial Hospital is a 24x7, 365 days a year operational site and is the only hospital on island. The Facility Coordinator provides administrative and operational support to the Facilities Management team by coordinating maintenance activities, contractor services, project administration, compliance documentation, and departmental reporting. Duties & Responsibilities Maintenance Coordination • Coordinate preventive and corrective maintenance activities. • Monitor and track work orders to ensure timely completion. • Schedule contractors and service providers as required. • Coordinate facility shutdowns and access requests. • Assist with the coordination of capital projects, lifecycle replacements, and minor works projects. • Track project budgets, commitments, invoices, and expenditures. • Maintain project cost reports and status updates. • Monitor purchase orders and assist with invoice reconciliation. Contractor and Vendor Support • Liaise with contractors, consultants, and service providers. • Maintain contractor records, permits, and documentation. • Assist with obtaining quotations and service proposals. Documentation and Compliance • Maintain maintenance records, reports, permits, and drawings. • Support regulatory compliance and accreditation activities. • Track inspection findings and corrective actions. • Assist with life safety, environmental, and infection control documentation. Reporting and Administrative Duties • Prepare weekly and monthly operational reports. • Update asset and equipment records. • Maintain filing systems and departmental records. • Assist with budgeting, purchase orders, and invoice processing. • Track departmental performance indicators. • Prepare meeting notes, action item logs, and follow-up reports. • Support data entry and administration of CMMS and other facility management systems. Customer Service and Communication • Respond to facility-related inquiries and service requests. • Coordinate communication between facility staff, hospital departments, and contractors. • Assist in resolving operational issues and escalating concerns when required. Inventory Management • Coordinate inventory management activities, including stock monitoring, replenishment, record accuracy, and periodic inventory count to ensure essential materials and spare parts are readily available. Emergency Support • Assist with facility emergency response activities. • Support restoration and recovery efforts under the direction of management. Education & Skill Requirements • Diploma or degree in Facilities Management, Engineering Technology, Business Administration, or related field preferred. • 3 yrs Experience in facilities maintenance, building operations, project administration, or facilities coordination. • Strong organizational, communication, and computer skills. • Experience with CMMS systems and Microsoft Office applications.