Assistant Manager, Soft Services

ROLE AND RESPONSIBILITIES

OVERALL ROLE

Client is a fast-paced, collaborative and innovation-driven environment. The requirement is for a mindset that is very hands-on, energetic, helpful and straight forward. Achieve excellence in maintenance service programs at Client, obtaining the highest possible standards and practices. Manage the scope of contracts to ensure agreed deliverables are met within the stipulated time. To provide comprehensive facility, contract and procurement management for services to the client, with a focus on continuous improvement. To achieve financial and other targets established by the Facility Manager. Achievement of the Key Performance Indicators and Service Level Agreements targets.

POSITION GOALS

• Set up Standard Operating Procedures for the management of Soft services and ensure compliance at site.

• Must be able to recognize system shortcomings and respond to operational and emergency situations
• Achievement of the Key Performance Indicators and Service Level Agreement targets.

MAJOR RESPONSIBILITIES

• Site Operations Management

• Manage all outsourced service contracts and Jones Lang LaSalle personnel, including inspections and quality management of service delivery this includes all cleaning functions i.e. administration, Reception, pest control and client services
• Develop and implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems
• Ensure an adequate supply of materials and service for the proper operation of the buildings and enter into supply and service contracts as approved by Client
• Routinely inspect all contracted services to ensure performance measures are being maintained according to their defined SLAs and scorecards
• Plan, organize and arrange internal events for any processes or business
• Actively coordinate with builder on daily closure of snags and focus on continuous enhancement of service deliveries related to building activities
• Ensure continuous supply of office stationery and consumables to maintain business continuity with defined inventory on site
• Capture cost and tracking methods for all consumables and other supplies
• Achieve client satisfaction to Client expectations

• 24/7 emergency call support and site attendance is required
• Monitoring GUTS tickets for closure
• Audit the Asset register from time to time `

• Staff Management

• Manage and assist with the personal development of all direct reports
• Develop and manage succession plans for all direct reports
• Actively seek to train subordinates in all aspects of the non-technical services

• Vendor Management

• Vendor grooming and real time monitoring of services and periodic reviews
• Manage service contracts including inspections and quality management of service delivery
• Ensure timely payment to vendors
• Follow a structured vendor management program as per Client specifications which includes monthly meetings with vendors with a proper agenda and carrying out relationship health checks

• Health management

• Ensure compliance with statutory regulations on fire, health and safety standards.
• Ensure all safety procedures, including Crisis Management/ Business Continuity and Emergency Procedures are maintained at all times.
• Ensure that service delivery teams and on-site contractors undergo a Health and Safety Induction prior to deployment.

• Reporting

• Assist in compilation of all MIS
• Contribute to the monthly management report and quarterly business review to Client and other reports as required
• Support the Manager, Facilities on process implementation, standardization and benchmarking and achieving short and long term operational cost saving initiatives

• Others

• Maintain equipment database for site.
• Develop and implement innovative programs and processes that reduce utility costs, increase productivity and savings.
• Initiate strategies to achieve measurable improvements in energy consumption.
• Participate in emergency evacuation procedures including crisis management and business continuity
• Any responsibility/ task given by the client/ Manager, going forward will be a part of the JD.

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

Ideal Experience

• Tertiary qualifications in property, building or facilities management preferable
• Contract Administration Experience required
• Excellent people skills and ability to interact with a wide range of client staff and demands
• Demonstrated experience with tendering and service improvement initiatives required.
• Knowledge of occupational safety requirements
• Strong PC literacy and proven ability to manage daily activities using various systems.
• Demonstrated experience with continuous improvement initiatives
• Demonstrated experience with client reporting and preparation of reports
• Management of resource to ensure no disruption to client business.
• Is able to make difficult decisions and resolve problems or improve operations
• Actively searches out opportunities to achieve best results

Critical Competencies for Success

• Adherence to Key Performance Indicators
• Implementation of Best Practices
• Agreed cost savings initiatives

KEY STAKEHOLDERS

Client

Engineering Managers

Vendor staff

REPORTING TO

Site Lead