Specialist, Facilities and Office Services

As the Facilities Specialist, you will play a crucial role in managing the soft services of the facilities operations on site. Your role involves maintaining strong communication with all departments to address and resolve their concerns effectively. You will manage daily challenges and support on-site work, ensuring the office environment is conducive to productivity and efficiency.

Additionally, this includes coordinating with vendors, managing timelines, and ensuring all services meet the highest standards of quality and functionality. Your ability to foresee potential issues and implement proactive solutions will be essential in creating a workspace that supports the dynamic needs of our clients and their teams. In summary, the Facilities Officer is a cornerstone of our operational success, ensuring the physical environment enhances performance and satisfaction.

Duties & Responsibilities

Support: Provide the necessary resources, authority, training, and support for maintaining the office's soft services. Guide: Direct the team on areas for improvement and reinforce strengths to sustain the team's progress. Track: Monitor the quality of soft services and intervene when there are performance or quality issues.

Build Strong Relationships:

• Develop and maintain relationships with internal clients and external service providers.

Manage Office Soft Services:

• Oversee cleaning, pantry and waste management services to ensure the office environment is well-maintained.

• Coordinate with service providers to ensure compliance with office protocols and standards.

Inventory Management:

• Maintain and track inventories of office supplies, cleaning materials, and other consumables.

• Create monthly, daily, and annual reports on supply requisitions and usage.

Office Housekeeping:

• Monitor and maintain high standards of cleanliness and orderliness in the office environment.

Facilities Management Knowledge:

• Possess comprehensive knowledge of soft services in facilities management, including best practices and industry standards.

Vendor Management:

• Coordinate schedules and compliance of external service providers.

• Monitor vendor performance, provide feedback, and conduct performance reviews as necessary.

Customer Service and Client Relations:

• Provide excellent customer service and maintain positive relationships with internal clients and stakeholders.

Financial Management:

• Assist in budget creation, financial forecasting, and monitoring expenses related to soft services.

• Collaborate with Financial Analysts to ensure all soft service invoices are accurate and processed on time.

Analytical Skills and Reporting:

• Utilize strong analytical skills to assess and improve soft service operations.

• Prepare detailed reports on soft services performance, identifying areas for improvement and implementing solutions.

Document and File Management:

• Manage and organize documents and files related to soft services, ensuring easy access and compliance.

Transportation/Shuttle Services:

• Oversee transportation and shuttle services for employees, ensuring timely and efficient operations.

Purchase Requisitions:

• Efficiently manage purchase requisitions for soft services to ensure timely procurement.

Conduct Regular Inspections:

• Perform regular inspections of cleaning, catering, and security services to ensure they meet required standards.

Create an Organized Work Environment:

• Ensure employees have access to well-maintained facilities, enhancing their ability to focus on their tasks.

Policy Making:

• Develop and implement policies related to soft services to ensure consistency and high standards.

Collaboration:

• Work closely with other departments to ensure the seamless integration of soft services into overall operations.