Office Services Senior Manager
Ninja Partners Inc.
Clarkfreeport Zone, Pampanga, Philippines
7d ago

SCOPE OF JOB : The Office Services Senior Manager is responsible in planning, leading, managing and coaching the Office Services Department through the operational areas of facilities including building refurbishments and building maintenance, security and safety, document processing, and procurement that meet the needs of the company.

It is expected also to produce long-term plans beneficial to the company and tied with the purpose of the department.

Main Duties and Key Responsibilities :

  • Oversee the daily operations of the Office Services Department.
  • Create long-term business-relevant plans that will ensure sustenance of the company's operation
  • Manage overall financial budgeting for the department and develop strategies in possible cost-cutting for the whole company
  • Create a pool of vendors and suppliers that will be used in the development of the company and maintain its relationship with SupportNinja
  • Develop policies and procedures for the delivery of office services such as document processing and retention, mail and messenger, office equipment, procurement, facilities maintenance, and safety and security.
  • Understand and implement the information security requirements for information accessed or processed in carrying out the duties of the role.
  • Maintain all company premises to a safe standard.
  • Ensure all company premises meet the company's standard “look and feel†and are always kept to a high level of cleanliness and availability.
  • Standardize the delivery of all services including security, maintenance, mail, cleaning, waste disposal, and recycling across all company premises.
  • Ensure availability of personnel and resources at all times to reach departmental goals including but not limited to proper staff schedules, vehicle availability and office and cleaning supplies & materials
  • Establish and demonstrate a proactive maintenance schedule of all departmental services including but not limited to air-
  • conditioning, smoke detection, security detection, office interior, office exterior, carpeting, furniture fabric and furnishings, etc.

  • Plan best allocation and utilization of space and resources for all buildings and meeting areas. Vehicle utilization is included.
  • Calculate and compare costs for goods and services commissioned by the department and be able to demonstrate maximum value for money.
  • Ensure and demonstrate to employees that all company premises meet health and safety requirements and that facilities comply with labor requirements.
  • Manage all tasks connected with the vehicle and building, including rates, rent, insurance, utilities, cleaning, waste disposal & recycling, repairs & maintenance, security and other property matters.
  • Liaise with architects, contractors and sub-contractors, and manage such contracts or contractors, in relation to service provision.
  • Manage ad-hoc property project work, such as building refurbishment and relocations.
  • Support, lead and manage the office services staff and responsible for the line management and deployment of staff including personal and professional development.
  • Qualifications :

  • Holds a degree or trade qualification in a relevant field or equivalent knowledge and understanding.
  • Significant knowledge and understanding in a facilities / office management or building industry role.
  • Knowledge and ability to manage, lead and support a team.
  • Customer-focused with track record of enhancing service delivery.
  • Excellent oral and written communication skills including the ability to communicate with employees and suppliers at all levels.
  • Procurement and Supplier Relationship Management expertise. Track record of successful supplier negotiations.
  • Project management expertise (PMP certification nice to have), including refurbishment / relocation project work.
  • Problem-solving skills and ability to work autonomously with knowledge and understanding in setting and controlling budgets.
  • Sound working knowledge of Windows-based software packages, including word processing, spreadsheets, databases, electronic mail, and the internet.
  • Corporate Health & Safety qualification.
  • Background in BCP and Compliance Processes & Policies
  • The duties and responsibilities listed above describe the post as it is in general terms and are not definitive. The post holder is expected to accept any reasonable alterations that may from time to time be necessary.
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