Job Purpose
To coordinate all administrative and logistical needs for outsourced soft services including cleaning, security, urban cleaning, waste collection and pest control in order to provide the assets within the facility/ premises with those services and improve both the internal and external customers satisfaction.
Key Accountabilities
Operations Support
- Support Facilities Manager to manage subcontracts, audits & reports of all soft services: a collection of waste, housekeeping, security, pest control & urban cleaning
- Perform the day-to-day administrative support needed by the department and maintain updated computerized records of activities to help in ensuring high productivity and a smooth flow of activities.
- Assist the line manager in any work needed such as drafting agreements, researching for suppliers, analyzing supplier evaluation results, updating records, coordinating meetings with tenants, customers, service providers, etc. to ensure that the necessary support and coordination is being provided to the line manager.
- Development of SLA/KPIs, budget, and cost models
- Liaise with Facility Manager and fit-out manager to figure out the housekeeping deployment plan and continually adjust it to the needs of the facility.
Purchase Orders
- Coordinate with the Purchasing department to receive Quotations provided by suppliers offering cleaning, waste collection, urban cleaning, security, and pest control services, prepare Purchase Orders and Vendor Contracts, and forward same for approval to the line manager (depending on the delegation of authority and purchasing policy).
- Follow up with line manager on the status of reviewing and signing the Purchase Orders, make any necessary amendments as advised, forward same to suppliers, and follow up with suppliers on the delivery to ensure the provision of products/ services on time.
- Receive invoices from suppliers, vendors and proactively seek approval of the line manager on same as per the set standards and policies, post the invoice on the system, and send the invoice along with all relevant documents to the Finance department with the proposal transmittal for processing.
- Maintain records of all Purchase Orders sent and invoicing transactions, and update the log regularly to ensure that all data/ information pertaining to the purchase of soft services is accurate and up to date.
Administration
- Handle all archiving, filing, and record-keeping of all documents IMS documentation related to soft services, contracts and agreements, customer quotations, purchase orders, etc. to ensure easy future reference to them.
- Attend meetings as necessary, prepare the Minutes of Meetings and communicate an action plan accordingly
- Coordinate with relevant parties to ensure that the appropriate cleaning, security, urban cleaning, waste management, and pest control services are being provided, receive any remarks and complaints that they have, and forward same to the line manager for action.
Policies, Systems, Processes, & Procedures
- Follow all relevant policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.
- Make sure the IMS procedures, documents & record formats related to soft services are up to date and reflecting the actual practice.
Qualifications and Experiences:
- Bachelor Degree or Diploma in Business Administration, Hotel & Restaurant Management or any related field
- 7 - 10 years experience in coordinating soft services within large facilities; exposure to facilities management and maintenance
