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TITLE  

Soft Services LEAD

BUSINESS LINE

IFM – Integrated Facilities Management

LOCATION

Menara Shell

REPORTING TO

JLL Facilities Manager

NUMBER OF SUBORDINATES

None

Objective

Reports to Facilities Manager, managing client's facility services under the Soft Services operation. Accountable for related scope includes office meeting management, janitorial, Mailroom operation, F&B services for meeting and mailroom operation. Managing day-to-day operations and all administrative processes within the office, HSE management, procurement, vendor management and Helpdesk management. Organize, prioritize and delegate tasks effectively to ensure all administrative work is done competently and within deadlines.

Accountabilities

Site Office Operation & Maintenance

Managing client’s office operations, standard and procedures (SOP) related to Soft Services.To assist in the implementation of operation related standards and procedures related to Soft Services.Improve operational effectiveness by streamlining business work processes and procedures.Monitor in-house contractor and suppliers to ensure efficient and effective services are provided within client's budget limits.To ensure that all cleaning operation, F&B services and mailroom operation are as per standards with superior customer service management.Minimizing the risk of HSE related issues and interruption to site operation.Review stock levels of the required inventory of consumables (cleaning, vending machine, etc.) on site.Overall planning and scheduling of manpower to executive services deliverables efficiently.To ensure the quality of services are provided in-house subcontractors.Conduct regular toolbox talk/huddles, daily walkabouts, and inspections of operation floors.Recommend continuous improvement initiatives and sustainability/energy saving solutions.To prepare monthly & quarterly service reports or data and ensure timely submission to the Facilities Manager.• Generate reports and conduct presentations as per the service delivery requirements and overall account management• Close engagement with HSE, Occupational Health, Corporate Communications and other relevant teams to ensure one team decision on deliverables.• Manage client’s event coordination/ product launching including associated travel and logistic arrangements; F&B oversee receptionist area from greeting of visitors to responding to telephone and in-person requests for information• Content creator for internal corporate communications (Yammer corporate communication Ensure company compliance with legal requirements and HSE standardsLiaise with DOSH, DOE and Local Authority for any HSE related matterPlan, implement, report and act as a focal point for HSE and sustainability related matter to Shell/JLLPlan and implement the yearly HSE plan and activities, review and update it in regular basisIdentify action based HSE goals for site leadership team members, project managers and front-line leaders to support achievement of the site’s HSE targets and objectivesLead the creation of construction facility and project site to achieve HSE targets and objectives in support of corporate, regional and business group HSE strategic initiatives designed to drive HSE culture, compliance, and resultsManage completion of site and workstation-level risk assessments to identify and prioritize HSE aspects and hazardsLead the deployment of HSE element champions and teams and facilitates their engagement in ownership of the activities required to maintain compliance and drive continuous improvement.Manage development and maintenance of training processes to ensure that required HSE training is defined, addresses required content and is tracked to completion.

Accountabilities

Generate reports and conduct presentations as per the service delivery requirements and overall account management

Close engagement with HSE, Occupational Health, Corporate Communications, and other relevant teams to ensure one team decision on deliverables.Manage client’s event coordination/ product launching including associated travel and logistic arrangements; F&B oversee receptionist area from greeting of visitors to responding to telephone and in-person requests for informationContent creator for internal corporate communications, drafting of communications for mass distribution (Yammer corporate communication Assist in all HSE areas during the bid phase of projectsProvide support to other Shell sites under REFM

2. HSE Management

To ensure the site provision of safe working environment and compliance to HSE standards.Work closely with HSE Executive in overall planning, executing, and delivering HSE procedures to all activities at siteEnsure all works are being validated and carried out in line with Company’s Health and Safety procedures and comply to work permit requirements.

3. Procurement & Vendor Management

To conduct performance assessment of the Soft Services vendors and ensure the delivery are as per agreed SLA/KPITo assist the Facilities Manager and ensure vendor procurement processes were compiled to both Client and JLL guidelinesMaintain information in various databases to ensure workplace efficiency.Support in vendor registrations via system management

4. Helpdesk Team Management

Oversee workplace admin as direct reportTo support the Helpdesk Administrator and ensure the SLA/KPI are adhered to with superior customer service managementSupervise meeting room booking management managed by the Helpdesk team memberSupervise functional mailbox for FM Helpdesk & Shell Bungalow Accommodation by the Helpdesk team member.Coordinate on client’s training room setup, vendor booth setup, prepare proper F&B signages accordinglyBe the workplace ambassador, Responsible to implement and drive work ambassador program

5. Manage minor project

Manage adhoc Soft Services related projects requested by the clientManage office interior landscaping project installation such as Artificial PlantsPerform proper due diligence and prepare cost comparative to analyze cost effectiveness and award project to the suitable vendorMet all project deadlines within the stipulated timeline given and increased Shell's employee engagement through successful branding projects.

6. Contracts Management

Plan and manage all contracts to ensure that they are professionally delivered at the right costsEnsure expiry of contracts are well-monitored and re-procurement is initiated if neededEnsure contracts are continually assessed to deliver best value to the client

7. Finance Management

Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.Ensure prompt and accurate management of purchase ordersAssist with budget planning.Work with team members to identify and respond to any financial or budgeting related issues.Support team member - Finance Analyst to ensure financial processes and deliverables are followed at all timesAssisting with the preparations of strategic plans, budgets, and client reports, including financial reconciliation and propose effective cost savings initiatives for the client

Required Qualifications & Experience

Candidate must possess at least a Bachelor's Degree, Post Graduate Diploma, Professional Degree, Engineering (Environmental/Health/Safety) or equivalent.At least 2 years HSE operational experienceExcellent analytical thinking and problem- solving capacities.Good command of English both in writing and speaking.Proficient communications skills at an operational level as required.

Location:

On-site –Kuala Lumpur, Malaysia

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