Junior Assistant Supervisor Facility

The Junior Assistant Supervisor – Facility is responsible for supporting the smooth and efficient operation of on-site residential facilities and associated services. The role ensures that all site residents are provided with clean, safe, hygienic and well-maintained accommodation and facilities while maintaining required service, quality, safety and cost standards.

The position involves coordinating residential operations, facility contractors, employee welfare activities, transportation, safety initiatives, administration, procurement and financial processes.

Requirements

Key Responsibilities

1. Residential & Facility Operations

Ensure all site residents are provided with clean, safe and hygienic housing and residential facilities.
Support the efficient, cost-effective operation and continuous improvement of residential buildings, facilities, amenities and equipment.
Ensure residential facilities maintain satisfactory living standards in line with company standards and reputation.
Ensure adherence to established residential rules, procedures and policies.
Ensure residential administration staff understand and implement applicable procedures.
Maintain and update relevant records for all residents.
Identify areas of concern and coordinate appropriate corrective actions with relevant departments.
Promote harmony and positive co-existence among the resident population.

2. Facility Services & Contractor Management

Monitor the performance of facility contractors and ensure services are delivered according to agreed schedules, quality standards and requirements.
Assist in managing facility contracts and monitor compliance with agreed SLAs and KPIs.
Monitor service quality, delivery and cost effectiveness.
Coordinate and monitor services including:

Catering facilities
Office layout and structure
Janitorial and cleaning services
Hygiene and pest control
Uniform and laundry facilities
Landscaping
Transportation
Sports and gymnasium facilities
Events and recreational services

Ensure laundry services provided to residents and employees meet established standards for quality, delivery and cost.
Follow up on contractor performance issues and support corrective actions where required.

3. Employee Welfare & Engagement

Contribute to the development and implementation of sports, recreational, leisure and entertainment activities.
Promote the use of available residential amenities and recreational areas by employees.
Support and coordinate company sports festivals, events and other employee engagement activities.
Introduce and support initiatives that enhance employee welfare and residential living standards.
Encourage residents to actively use online suggestion and feedback mechanisms.
Review resident suggestions and identify opportunities for improvement.
Encourage residents to use online hazard-reporting systems and contribute to a stronger safety and awareness culture.

4. Health, Safety & Environmental Compliance

Ensure compliance with relevant safety, quality and environmental management policies, procedures and controls.
Coordinate closely with the EHS team to ensure safety requirements are communicated and implemented among on-site residents.
Support the organization of monthly and quarterly safety awareness sessions and campaigns.
Promote a healthy and safe residential environment.
Encourage hazard reporting and follow-up on identified safety concerns.
Support the implementation of initiatives designed to strengthen safety awareness among residents.

5. Transportation Management

Ensure employee transportation services are carried out according to approved plans, schedules and operational requirements.
Coordinate with transportation service providers to ensure reliable and timely service.
Monitor transportation-related service issues and support their resolution.
Ensure transportation services meet required operational and service standards.

6. Procurement & Supply Chain Coordination

Coordinate with the warehouse team to ensure timely availability of residential and facility requirements.
Liaise with Supply Chain for Purchase Requisitions (PRs), Purchase Orders (POs) and service deliveries.
Coordinate with internal suppliers and relevant stakeholders to obtain necessary approvals.
Follow up on delivery of materials and services required for residential operations.
Support mobilization and demobilization activities related to facility services.

7. Financial & Contract Administration

Assist the department head in estimating, managing and reporting facility-related financial budgets.
Monitor PO values and ensure alignment with approved estimates and budget analysis.
Support financial estimation for new projects and facility requirements.
Generate invoices, service entries and monthly accruals as required.
Support budget monitoring and financial reporting.
Handle collection of cheques and deposits related to petty cash through the SAP petty cash process.
Maintain appropriate financial and service documentation.

8. Reporting & Administration

Prepare accurate weekly and monthly operational reports.
Maintain residential, facility and service-related records and documentation.
Support facility management audits, both internal and external.
Ensure required documentation is available and compliant with audit requirements.
Coordinate with various internal departments to resolve operational requirements.
Support office seating allocation for new joiners and employee movements where required.
Coordinate with the Branding/Communication team for relevant communication activities.
Work closely with different departments to support sustainability initiatives.

9. Events & Internal Coordination

Support and coordinate with internal stakeholders to arrange company events and functions, both internal and external.
Assist in coordinating recreational and employee engagement activities.
Ensure facility and residential requirements are arranged in advance for planned events and activities.

Required Skills & Competencies

Strong facilities and residential operations coordination skills.
Good administrative and organizational abilities.
Experience in contractor and service-provider management.
Knowledge of facility service SLAs and KPIs.
Good understanding of health, safety, hygiene and environmental requirements.
Strong communication and interpersonal skills.
Ability to handle resident/employee concerns professionally.
Good reporting and documentation skills.
Basic understanding of procurement and supply-chain processes.
Budget and invoice administration experience.

Minimum Qualifications & Experience

Diploma or Bachelor's degree in Facilities Management, Business Administration, Personnel Services, or a related field.
2–4 years of relevant experience in facilities, personnel services, residential operations, accommodation, camp management or administration.
UAE experience is preferred.
Experience in employee accommodation, residential facilities or large-scale facility operations would be an advantage.
Experience working with contractors and service providers is preferred.
Experience with SAP, procurement processes and facility reporting is an advantage.

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