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Facilities Soft Services Coordinator Job Description

Position: Facilities Soft Services Coordinator
Reports to: Facilities Soft Services Lead cum Event Coordinator
Location: Malaysia

Position Overview

The Facilities Soft Services Coordinator supervises and coordinates the daily operations of cleaning staff and tea ladies to maintain exceptional cleanliness, hygiene, and hospitality services throughout the office facility. This hands-on leadership role ensures consistent service delivery, team development, and adherence to quality standards while creating a comfortable and welcoming workplace environment.

Key Responsibilities

Team Leadership and Supervision Lead and supervise a team of cleaners and tea ladies, providing daily work assignments, performance guidance, and skills development. Create work schedules ensuring adequate coverage for all areas during business hours and coordinate staff rotation for breaks and leave coverage. Conduct regular team meetings to communicate standards, address concerns, and foster collaborative team environment focused on service excellence.

Daily Operations Management Oversee comprehensive cleaning operations including office areas, meeting rooms, pantries, washrooms, and common spaces to maintain consistent cleanliness standards. Coordinate tea and beverage services for employees and visitors, ensuring fresh supplies and proper service presentation. Monitor work quality through regular inspections and provide immediate feedback to maintain high service standards throughout the facility.

Quality Control and Standards Maintenance Implement and monitor cleaning protocols, hygiene standards, and service procedures to ensure consistent quality across all work areas. Conduct daily quality inspections and maintain checklists for systematic monitoring of cleaning tasks and service delivery. Address quality issues promptly and provide additional training when performance standards require improvement.

Staff Training and Development Provide comprehensive training to new team members on cleaning procedures, safety protocols, and customer service standards. Coordinate ongoing skills development programs and ensure team members understand proper use of cleaning chemicals, equipment, and safety procedures. Foster professional development opportunities and recognize outstanding performance to maintain team motivation and job satisfaction.

Health and Safety Compliance Ensure compliance with Malaysian workplace health and safety regulations, chemical handling procedures, and hygiene standards. Coordinate proper use of personal protective equipment and maintain safety protocols for cleaning activities. Monitor hygiene standards in food preparation areas and ensure compliance with health department requirements for pantry operations.

Supply Management and Inventory Control Manage inventory of cleaning supplies, chemicals, equipment, and pantry stock to ensure adequate supplies for daily operations. Coordinate with suppliers for regular deliveries and maintain cost-effective procurement practices. Monitor usage patterns and implement inventory control measures to minimize waste and optimize resource allocation.

Customer Service and Hospitality Ensure tea ladies provide courteous and professional beverage services to employees and visitors, maintaining appropriate hospitality standards. Coordinate special service requirements for meetings, events, and VIP visitors as directed by the Facilities Soft Services Lead. Handle service requests and complaints professionally while maintaining positive relationships with office occupants.

Equipment Maintenance and Management Supervise proper use and maintenance of cleaning equipment, vacuum cleaners, floor machines, and pantry appliances. Coordinate equipment repairs and replacements when necessary to maintain operational efficiency. Ensure proper storage and care of cleaning tools and supplies to extend equipment lifecycle and maintain safety standards.

Reporting and Documentation Prepare daily operational reports including staff attendance, work completion status, and any issues requiring management attention. Maintain accurate records of supply usage, equipment maintenance, and staff performance metrics. Coordinate with Facilities Soft Services Lead on budget tracking and operational efficiency improvements.

Required Qualifications

SPM/O-Level qualification or equivalent; Certificate in Hospitality, Facilities Management, or related field preferred. Minimum three to five years of experience in facilities services, cleaning operations, or hospitality services with at least two years in supervisory roles. Previous experience managing cleaning teams and understanding of Malaysian workplace cleaning standards.

Leadership and Management Experience

Proven supervisory capabilities with experience leading diverse teams in Malaysian multicultural workplace environment. Strong coaching and development skills with ability to motivate and guide team members effectively. Experience managing daily operations while maintaining focus on quality standards and customer satisfaction.

Communication and Language Skills

Fluency in Bahasa Malaysia essential for team communication and coordination. Proficiency in English for reporting and coordination with management. Understanding of basic Chinese dialects advantageous for diverse team communication. Strong interpersonal skills for positive team relationships and customer service interactions.

Technical and Operational Knowledge

Understanding of professional cleaning techniques, chemical safety procedures, and equipment operation for commercial office environments. Knowledge of hygiene standards for food service areas and beverage preparation. Basic understanding of inventory management and supply coordination procedures.

Health and Safety Awareness

Knowledge of Malaysian occupational health and safety requirements for cleaning operations and chemical handling. Understanding of hygiene standards and food safety requirements for pantry operations. Experience with safety training procedures and personal protective equipment usage.

Personal Attributes and Skills

Strong organizational abilities with attention to detail for quality control and standards maintenance. Patient and supportive approach to team development and training. Professional demeanor appropriate for customer-facing role and team leadership responsibilities.

Physical Requirements

Physical capability to conduct facility inspections, demonstrate cleaning procedures, and assist with operational activities when required. Ability to lift supplies and equipment up to 20kg and move throughout office premises for supervision and quality control activities.

Additional Requirements

Valid Malaysian identification with flexibility to work varied schedules including occasional early morning or evening coverage for special cleaning requirements. Reliability and punctuality essential for team leadership and operational consistency.

Career Development Opportunity

This position offers excellent opportunities for professional growth within facilities management and team leadership, providing valuable experience in operations management, staff development, and service excellence in Malaysia's commercial office environment.

Location:

On-site –Kuala Lumpur, Malaysia

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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