Workplace Co-ordinator

Job Description

Lynx Ace Engineering is looking for a Facilities Workplace Co-Ordinator to support our day-to-day facilities operations, client communications, vendor coordination, and work assignment processes.

The successful candidate will act as a key coordination point between clients, vendors, engineers, project managers, and technicians to ensure service requests, quotations, invoicing, and operational follow-ups are handled professionally and efficiently.

Responsibilities

• Attend to client phone calls, emails, enquiries, and service requests in a professional manner.
• Coordinate and follow up on facilities maintenance, repair, and project-related works.
• Prepare, track, and follow up on quotations, purchase orders, invoices, and related documentation.
• Liaise with vendors, suppliers, contractors, engineers, project managers, and technicians to ensure timely work execution.
• Assign and coordinate work orders to engineers, project managers, technicians, and external vendors.
• Monitor job progress, update clients where required, and ensure proper closure of assigned tasks.
• Maintain accurate records of service requests, quotations, invoices, vendor details, and work completion status.
• Assist in sourcing vendors, obtaining pricing, and coordinating site works where required.
• Support daily facilities operations, administrative duties, and reporting requirements.
• Ensure all coordination works are carried out in line with company standards, client expectations, and safety requirements.

Requirements

• Prior experience in facilities management, workplace coordination, customer service, project administration, or service coordination preferred.
• Able to handle client phone calls and communicate professionally with different stakeholders.
• Experience in preparing quotations, invoices, purchase orders, and service-related documentation.
• Good coordination skills with the ability to manage vendors, contractors, technicians, and internal teams.
• Able to assign, track, and follow up on work orders independently.
• Good written and spoken communication skills.
• Proficient in Microsoft Office, email communication, and basic administrative systems.
• Organised, responsible, and able to work in a fast-paced operational environment.
• Candidates with facilities, M&E, ACMV, building maintenance, or contractor coordination experience will have an advantage.

Preferred Attributes

• Strong sense of ownership and follow-through.
• Able to communicate clearly with clients and site teams.
• Practical problem-solving mindset.
• Able to prioritise urgent works and coordinate multiple ongoing tasks.
• Comfortable working with engineers, project managers, technicians, vendors, and clients.