Key Responsibilities:
Facility Operations & Maintenance:
- Monitor housekeeping activities and ensure facilities are well-maintained.
- Conduct daily facility rounds, identify snags, and raise tickets proactively.
- Manage consumables and supplies for the client and visits.
- Maintain indoor plants and pest control schedules.
- Track and monitor vendor staff attendance and performance.
- Support office renovation and refurbishment activities.
Vendor & Procurement Management:
- Engage and coordinate with service and supply vendors for timely deliverables.
- Monitor contract renewals and assist in the vendor renewal process.
- Collect vendor documentation for compliance audits.
- Procure materials and services as per site needs, ensuring zero stock-outs.
- Conduct quarterly NDCs (Non-Disclosure Certifications) for principal and non-principal vendors.
Client & Stakeholder Management:
- Proactively engage with stakeholders to meet client expectations and enhance customer service.
- Maintain high facility standards and improve office aesthetics.
- Develop effective relationships across multiple levels of the organization.
Finance & Reporting:
- Support monthly spend forecasting and budget adherence.
- Ensure accurate billing, invoicing, and vendor cost tracking.
- Prepare daily, weekly, monthly, and finance reports.
- Track and report vendor performance and service compliance.
Training & Continuous Improvement:
- Provide training for onsite staff on equipment procedures and service implementation.
- Plan monthly training for vendor staff.
- Recommend and implement continuous quality improvement practices.
- Develop user engagement activities and awareness signage.
Key Performance Measures:
- Compliance with service contracts and health & safety standards.
- High customer satisfaction ratings.
- Adherence to best practice documentation.
- Demonstrated pursuit of continuous improvement.
