Facilities Coordinator

Key Responsibilities

Facilities Maintenance & Operations

•  Coordinate the day-to-day maintenance and upkeep of assigned buildings, facilities and premises.
• Conduct regular inspections to identify maintenance requirements, defects and potential risks.
• Coordinate timely repairs and maintenance works and follow up until satisfactory completion.
• Develop and maintain a preventive maintenance schedule for key facilities, equipment and building systems.
• Maintain a facilities issues tracker and ensure outstanding matters are appropriately followed up and escalated.
• Monitor the general condition and operational readiness of facilities and recommend necessary improvements.

 Repairs, Renovations & Projects

•  Coordinate approved repair, renovation and improvement works.
• Assist in defining the scope of required works and obtaining appropriate quotations in accordance with organizational procedures.
• Coordinate access, scheduling and implementation of approved works with contractors and institutional representatives.
• Monitor progress and verify that completed works correspond with the approved scope before reporting completion.
• Promptly escalate significant delays, variations, quality concerns or additional costs for appropriate approval.
• Governance note: The Facilities Coordinator does not independently approve expenditure, appoint major contractors or authorize material variations to approved works unless specifically authorized under the organization's applicable approval framework.

Job Description

Contractors & Service Providers

•  Coordinate facilities-related contractors, technicians and service providers.
• Maintain appropriate records of contractors, services performed, warranties and relevant documentation.
• Monitor contractor performance, responsiveness and quality of work and report recurring concerns.
• Support periodic review of facilities-related service arrangements to promote quality and value for money.

Utilities & Essential Services

• Support the monitoring of electricity, water and other facilities-related services.
• Identify and report unusual consumption, service interruptions or infrastructure concerns requiring attention.
• Coordinate facilities-related follow-up with utility providers and technical service providers where required.
• Recommend practical measures to improve efficiency and reduce avoidable facilities-related costs.

 Safety, Security & Facility Standards

•  Identify and promptly report facility-related health, safety, security and operational risks.
• Coordinate corrective actions within the scope of the role and escalate significant risks to management.
• Support the maintenance of appropriate fire safety, emergency and other essential facility systems.
• Coordinate cleaning, security and other facility-support services where assigned.
• Support institutional management in maintaining appropriate standards of cleanliness, safety and functionality.

Asset & Equipment Coordination

• Support the identification, location and physical verification of organizational assets and equipment in coordination with Finance.
• Notify Finance of newly acquired, transferred, donated, relocated or disposed physical assets to support accurate asset records.
• Support periodic physical asset verification exercises.
• Maintain relevant facilities and equipment records, including warranties, maintenance histories and service documentation.
• Clarification: Responsibility for the organization's financial fixed asset register and accounting treatment remains with Finance.

Facilities Planning & Budget Support

• Identify anticipated maintenance, repair and facilities improvement requirements.
• Prepare periodic facilities priorities and estimated requirements for management consideration
• Support the preparation of annual facilities and maintenance budgets.
• Monitor approved facilities activities against planned priorities and flag emerging requirements or potential cost pressures.
• Provide input into capital expenditure and infrastructure planning where required.

Documentation & Reporting

• Maintain organized records of maintenance requests, inspections, quotations, approved works, contractors and completion status.
• Provide periodic facilities reports highlighting completed works, outstanding matters, significant risks and upcoming priorities.
• Maintain appropriate supporting documentation for facilities expenditure and submit relevant records to Finance in a timely manner.
• Escalate material facilities issues requiring management or governance attention.

Coordination with GISER Institutions

• Where the role extends across GISER institutions, the Facilities Coordinator shall work collaboratively with the respective institutional Directors and designated administrative or facilities personnel.
• The role is intended to coordinate and support facilities management rather than replace the operational authority of institutional leadership.
• Material works, capital expenditure and significant changes to institutional facilities remain subject to the applicable management, budgetary and governance approvals.

Key Performance Areas

• Timeliness of response and closure of facilities issues.
• Implementation of preventive maintenance plans.
• Reduction in recurring or avoidable maintenance problems.
• Quality and timely completion of approved repairs and projects.
• Effective coordination and monitoring of contractors and service providers.
• Accuracy and completeness of facilities records and documentation.
• Timely identification and escalation of significant facility risks.
• Effective facilities budget planning and cost awareness.
• Quality and timeliness of management reporting.
• Compliance with organizational procurement, financial and approval procedures.

Qualifications & Experience

• Diploma or Bachelor's degree in Facilities Management, Building/Construction Management, Engineering,
• Business Administration or a related field.
• Relevant practical experience in facilities, property, maintenance or operations coordination.
• Experience coordinating contractors, repairs or renovation works is desirable.
• Good understanding of basic building maintenance and facilities operations.
• Experience working within an educational, NGO or multi-site environment would be an advantage.

Skills & Competencies

• Strong organizational and coordination skills.
• Practical problem-solving ability.
• Ability to prioritize multiple maintenance and facilities requirements.
• Good contractor and stakeholder management skills
• Strong follow-up and attention to detail.
• Ability to maintain accurate records and prepare concise reports.
• Basic budgeting and cost-management awareness.
• Good written and verbal communication skills.
• Ability to work collaboratively across different institutions and departments.
• Sound judgement and ability to recognize when matters require escalation.

Professional Conduct & Accountability

•  Act with integrity, professionalism and accountability.
• Protect organizational property and resources.
• Maintain appropriate confidentiality.
• Avoid conflicts of interest in dealings with contractors and suppliers.
• Ensure quotations, contractor recommendations and facilities-related transactions are handled transparently.
• Operate within approved budgets, policies and delegated authority.
• Promptly disclose any suspected irregularity, safety concern or significant risk.
• Maintain appropriate professional boundaries with suppliers and service providers.

Role Development

• As Salaam Ghana/GISER and its institutions grow, the scope of the Facilities Coordinator role may expand to include greater responsibility for centralized facilities planning, preventive maintenance systems, multi-site infrastructure coordination, capital projects and facilities performance monitoring.
• Any material expansion of responsibilities will be aligned with organizational needs, approved structures and the applicable delegation of authority.

Location: Accra

Salary: Attractive