Department Officer / Coordinator

Confidential Company

The Document Officer (Facility Management) is responsible for organizing, controlling, and maintaining all documents related to facility management operations, including contracts, maintenance reports, work orders, vendor documents, compliance records, and asset documentation. The role ensures accuracy, accessibility, and proper version control of all FM-related documents to support smooth operational workflows and regulatory compliance.

Document Control & Management

• Maintain and update FM document repositories (physical & digital).

• Implement and follow document control procedures and standards.

• Ensure proper version control, naming conventions, and secure storage.

• Maintain registers for contracts, permits, service reports, and asset records.

• Track renewal dates for AMC contracts, certifications, and compliance documents.

Facility Management Support

• Collect, verify, and archive daily/weekly/monthly maintenance reports.

• Assist FM engineers and supervisors in retrieving required documents.

• Maintain updated documentation for preventive and corrective maintenance.

• Manage documentation for health, safety, and environmental compliance.

• Organize documents related to HVAC, MEP, cleaning, security, landscaping, and other FM services.

Coordination & Communication

• Coordinate with vendors, contractors, and internal departments to gather required documents.

• Ensure timely submission of service reports, PPM schedules, and certifications.

• Support the FM team during audits, inspections, and client presentations.

Quality & Compliance

• Ensure all documents meet ISO standards (ISO 9001, 14001, 45001) if applicable.

• Prepare and manage audit files for QHSE compliance.

• Ensure all documentation adheres to organizational policies and client requirements.

Data Management & Reporting

• Maintain digital document management systems (EDMS, SharePoint, CAFM, etc.).

• Generate document control reports and dashboards.

  • Archive and retrieve documents as requested by FM management.