Soft Services Officer
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Key skills for this role
About the Role
Enova by Veolia is seeking a Soft Services Officer to coordinate administrative and logistical needs for outsourced soft services including cleaning, security, waste management, and landscaping.
Key Skills for This Role
Responsibilities
- Support to manage subcontracts, audits & reports of all soft services
- Perform day to day administration support needed by the department/project and maintain updated computerized records
- Assist line manager in drafting agreements, researching suppliers, analyzing supplier evaluation results, updating records, coordinating meetings
- Development of SLA/KPIs, budget and cost models
- Deploy, control and report on SLA/KPIs
- Analysis of waste disposal, audits & permits for hazardous waste disposal
- Liaise with different departments to figure out the required deployment plan and continually adjust it
- Coordinate with all departments to complete project milestones including receiving quotations, preparing Purchase Orders and Vendor Contracts
- Follow up with line manager on status of documents issued for signature and approval
- Receive invoices from suppliers and seek approval, post invoice on system, and send to Finance department
- Maintain records of all Purchase Orders and invoicing transactions
- Handle all archiving, filing, and record keeping of documents related to soft services
Requirements
- Diploma in Business Administration, Hotel & Restaurant Management or any related field
- 5 7 years’ experience in coordinating soft services within large facilities
- Exposure to facilities management and maintenance jargon
- Knowledge of basic HR and procurement functions is preferable
Full Job Posting
Job Purpose
- To coordinate all administrative and logistical needs for outsourced soft services including cleaning, security, urban cleaning, waste collection, pest control, landscaping, laundry management, transportation management, and accommodation management.
- To provide the assets and elements within the facility/premises with those services and improve both internal and external customers’ satisfaction.
Key Accountabilities
- Support to manage subcontracts, audits & reports of all soft services.
- Perform the day to day administration support needed by the department/project and maintain updated computerized records 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.
- Development of SLA/KPIs, budget and cost models.
- Deploy, control and report on SLA/KPIs.
- Analysis of waste disposal, audits & permits for hazardous waste disposal.
- Liaise with different departments to figure out the required deployment plan and continually adjust it to the needs of the project.
- Coordinate with all departments to complete project milestones including but not limited to: receive Quotations provided by suppliers offering required services, prepare Purchase Orders and Vendor Contracts, and forward same for approval to the line manager.
- Follow up with line manager on the status of documents issued for signature and approval, make any necessary amendments as advised, forward same to suppliers, and follow up with suppliers on the delivery.
- 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 to the Finance department.
- Maintain records of all Purchase Orders sent and invoicing transactions, and update the log regularly.
- Handle all archiving, filing, and record keeping of all documents IMS documentation related to soft services, contracts and agreements, customer quotations, purchase orders, etc.
Qualifications, Experiences, Skills
- Diploma in Business Administration, Hotel & Restaurant Management or any related field.
- 5 7 years’ experience in coordinating soft services within large facilities; exposure to facilities management and maintenance jargon and knowledge of basic HR and procurement functions is preferable.
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