Responsible for ensuring smooth and efficient functioning of all daily office operations. This role focuses on direct supervision of the support services team, management of front desk activities, and maintenance of office facilities to the highest standard. Ensuring a professional, safe, and welcoming environment for all employees, high-profile clients, and partners, reflecting the premium brand of the company.

Essential Duties and Responsibilities: 

Team Leadership and Supervision 

• Directly manage, train, and motivate the team of Housekeeping Attendants, Office Boys, Runner, and Receptionists.
• Develop and implement daily, weekly, and monthly work schedules and task rosters to ensure optimal coverage and efficiency.
• Conduct regular performance evaluations, provide constructive feedback, and identify training needs for the support services team.
• Handle employee relations issues, including conflict resolution and disciplinary actions, in coordination with the HR Manager.
• Foster a culture of proactivity, high-quality service, and professionalism within the team.

Facilities and Office Management 

• Conduct daily inspections of the entire office space, including meeting rooms, common areas, pantry, and restrooms, to ensure cleanliness, functionality, and adherence to company standards.
• Manage the inventory of all office supplies, stationery, pantry provisions, and cleaning materials; oversee the procurement process from requisition to delivery.
• Coordinate with building management and external vendors for routine maintenance, repairs, and emergency fixes.
• Oversee the meeting room bookings, ensuring rooms are properly equipped, clean, and set up for meetings as required.

Vendor and Service Coordination 

• Assist in identifying and negotiating with vendors for services such as cleaning, maintenance, catering, and office supplies.
• Serve as the primary point of contact for day-to-day interactions with administrative service providers.
• Review invoices for accuracy and process them for payment in coordination with the Finance department.
• Monitor vendor performance to ensure compliance with service level agreements (SLAs).

Administrative and Logistical Support 

• Supervise the office runner, managing daily tasks including external errands, ensuring efficiency and timeliness.
• Provide logistical support for internal company events, board meetings, and client presentations.
• Budget preparation and expense tracking for the department.
• Maintain organized administrative records, files, and documentation.