Building Operations, Soft Services

Position

Facility Coordinator – Soft Services

Business Unit

IFM

Reporting to

Asst. Facility Manager

Working Location

Client Site – Oracle Office

Role Summary

Responsible for coordinating FM service delivery for specified Oracle properties in order to meet

the SLA maintenance and service standards.

To support the Asst. Facilities Manager in any tasks related to the obligations under the contract.

Responsibilities

• Monitoring of Housekeeping related activities
• Arrangement of all consumables and supplies for Client / any visits
• Preparing the Daily/Weekly and Monthly reports
• Interacting with the service & supply vendors.
• Undertake daily facility rounds and find out snags and raising proactive tickets for the same
• Effectively manage service provider teams to ensure an on time deliverable system.
• Routinely Inspect all services to ensure performance measures are being maintained and make the service score cards.
• Indenting the requirements with suppliers.
• Pest control management.
• Indoor plant management
• Conduct weekly physical inventory for stock management and raise IMT requests
• Monitoring Corrigo tickets for closure.
• Track vendor staff attendance
• Coordinate & support office renovation and refurbishment activities
• Support Asst. Facility manager to forecast the regular & monthly spends for the month and adhere to the same
• Support in procurement process for regular and ad hoc soft services activities
• Keep a track of contract renewals and support Asst. Facility manager for the renewal process for principle vendors
• Coordinate with the vendor’s to receive monthly invoices on time.
• Coordinate for quarterly NDC’s for principle and non principle vendor.
• Provide a training to the onsite team equipment’s procedure & implementation
• Recommend continuous quality improvement practices
• Training for vendor staff to be planned on monthly basis
  
  

Client/Stakeholder Management

• Proactively engage stakeholders to ensure that on site client’s expectations are met though high levels of customer service
• Build and develop effective client / stakeholder relationships across multiple levels of the organization
• Proactively understand the customers/ employees needs and act on them before being requested
• Maintain high standards of housekeeping of facility
• Improvements in the office aesthetics and operations as per need
• Finance Management
• Accurate billing and invoicing
• Adherence to the monthly forecast
• Invoice management.
• Procurement & Vendor Management
• Work on getting quotations as per site need
• Sharing indents for monthly material supply
• Zero out of stock situation
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  • Collecting all documents from the vendor for compliance audit
  • Developing interesting & fun user engagement activities
  • Signage / Poster making for site awareness.
  • Managing ad hoc vendors.
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Key Performance Measures

Compliance with service provision as detailed in the contract.

Compliance with the Health and Safety responsibilities.

High Customer Satisfaction rating as measured in regular surveys.

Compliance with Best Practice documentation.

Pursue continuous improvement

Reporting requirement

Prepare and collate IFM reporting as required and on a timely basis.

Prepare and collate Finance report as required and on a timely basis.

Prepare, track vendor cost as required for reporting.

Requirements

Any Graduate with 2+ yrs of min exp in facility management

Personal Effectiveness

Provide an effective contribution to the team’s delivery.

Contributes via regular feedback, to the overall performance of the delivery team.

Works towards individual targets, monitor and manages individual performance.

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