Development & Facilities Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Receive, assess, log, and coordinate requests for facilities and maintenance across the company's venues.

• Create and distribute work orders to authorized contractors and suppliers.

• Secure approvals prior to commencing work, following delegation and facilities protocols.

• Monitor ongoing work orders and follow up with contractors to ensure compliance with agreed timelines.

• Maintain precise updates on work order statuses and facilities documentation.

• Communicate with Venue Managers, Franchise Partners, contractors, and suppliers regarding access, scheduling, and task completion.

• Gather completion evidence, such as photographs and service reports.

• Escalate overdue, high-risk, or recurring maintenance concerns.

• Assist with preventative and scheduled maintenance initiatives.

• Review contractor and supplier invoices against work orders and estimates.

• Address discrepancies between estimates, purchase/work orders, and invoices.

• Code and prepare invoices for Finance approval and processing.

• Track facilities and project expenses, budgets, reconciliations, and audit trails.

• Establish and maintain construction and project files, document registers, trackers, and schedules.

• Coordinate project meetings, including creating agendas, minutes, and action lists.

• Support quotations, tenders, supplier submissions, project variations, site access, and scheduling.

• Maintain handover, defects, warranties, manuals, certificates, and completion documentation.

• Keep contractor and supplier records, onboarding documentation, licenses, insurances, and compliance records up to date.

• Coordinate quotations and pricing requests while monitoring contractor performance.

• Provide administrative support for venues, Franchise Partners, facilities inquiries, and Development Team reporting.

• Maintain facilities, project management, and work order systems.

• Prepare reports on work orders, invoices, project actions, and contractor performance.

• Contribute to continuous improvement initiatives and provide general administrative support to the Facilities & Project Manager and Development Team.

⛳️ Requirements

• Candidate must be based in the Philippines.

• Minimum of 2 years of experience in administration and coordination.

• Ability to handle a high volume of tasks and prioritize competing demands.

• Exceptional attention to detail and accuracy.

• Experience in processing invoices, purchase orders, and/or work orders.

• Strong written and verbal communication abilities.

• Confidence in communicating with contractors, suppliers, and internal stakeholders.

• Proficient in Microsoft Office, particularly Outlook, Excel, and Word.

• Ability to maintain accurate records and adhere to established approval processes.

• Capability to work independently while recognizing when to escalate issues.

• Strong follow-up skills and a proactive attitude towards resolving outstanding actions.

• Previous experience with work order, facilities management, project management, or accounts payable systems is a plus.

• Must disclose any ongoing roles or client work.

• Engagement must be reflected on LinkedIn as “Independent Contractor.”

🏝️ Benefits

• Fully remote work from home.

• Flexible time management as an independent contractor.

• Coordination with AU business hours for collaborative efforts.