Operation Executive - Emirati Future Leaders
دوام كامل
في OrionTEK
في
UAE
نُشرت يوم January 17, 2025
تفاصيل الوظيفة
Job Purpose: The purpose of the Operations Executive is to ensure the efficient and seamless delivery of facility services by overseeing daily operations, optimizing resource utilization, and maintaining compliance with industry standards. This role involves coordinating with multiple departments, including maintenance, housekeeping, and security, to ensure that facilities operate at peak efficiency while meeting client expectations. The Operations Executive is tasked with monitoring service quality, implementing operational policies, and addressing any operational challenges swiftly to enhance customer satisfaction and ensure the safe and effective management of all facilities under their care. Roles, Responsibilities, Duties:
- Coordinator: Acts as a bridge between clients, vendors, and internal teams to ensure seamless service delivery.
- Problem Solver: Identifies operational challenges and implements solutions to improve efficiency and client satisfaction.
- Compliance Officer: Ensures adherence to industry standards, legal regulations, and company policies.
- Team Leader: Oversees and guides the performance of facility management staff to achieve organizational goals.
- Service Management: Oversee the maintenance, security, housekeeping, and other facility services. Monitor service quality and implement improvements as needed.
- Vendor and Contractor Coordination: Manage vendor relationships and ensure timely delivery of contracted services. Negotiate contracts and monitor vendor performance.
- Client Relationship Management: Act as a primary point of contact for client concerns and feedback. Ensure client expectations are met or exceeded consistently.
- Operational Efficiency: Develop and implement processes to optimize resource utilization. Monitor budgets, expenses, and service delivery to ensure cost-effectiveness.
- Compliance and Safety: Ensure all facilities comply with local regulations, health, safety, and environmental standards. Conduct regular safety audits and risk assessments.
- Reporting and Documentation: Maintain records of operational activities, incidents, and service reports. Prepare detailed reports for management and clients.
- Conduct daily inspections of facilities to ensure all systems and services are functioning efficiently.
- Address and resolve operational issues in a timely manner.
- Develop and monitor maintenance schedules to prevent equipment breakdowns.
- Track inventory levels and ensure the availability of necessary supplies.
- Organize training programs for staff to maintain high service standards.
- Respond promptly to emergencies and ensure the safety of all occupants.
- Evaluate and recommend upgrades or changes to facility systems and processes.
- To ensure Purchase Requests are raised in SAP, all PRs duly logged, and POs are actively followed up with clients.
- To ensure the procurement tracker is fully updated, supplier follow-ups are performed, and deliveries are scheduled in line with project’s specific requirements.
- To ensure suppliers relevant to their projects are registered in SAP Ariba.
- To ensure signed DNs, MIRs, WIRs are logged and updated in shared folder.
- To ensure GRN and SES is created in SAP for supplier invoices.
- To ensure Payment certificates are raised on time and Invoice tracker is fully updated at any point in time.
- To ensure resource scheduling is logged in time sheets and maintained.
- To ensure work permits and gate passes are obtained efficiently.
- To ensure project document support is provided to managers and engineers (Execution and Handover documents).
- Follow-up on all assigned/initiated sales opportunities till successful conclusion.
- Structured and organized work practice of using CRM tools (or any similar tool) to proactively progress on sales cycle.
- Facility Management Expertise: In-depth knowledge of building systems (HVAC, electrical, plumbing, security, etc.). Proficiency in using Computerized Maintenance Management Systems (CMMS) and other facility management tools. Understanding of energy management and sustainable building practices.
- Project Management: Ability to plan, execute, and monitor projects efficiently. Skilled in resource allocation, task prioritization, and timeline management.
- Regulatory Compliance: Knowledge of health, safety, and environmental regulations. Familiarity with industry standards and certifications related to facility management.
- Financial Acumen: Budgeting and cost control capabilities. Ability to analyze financial reports and optimize operational expenses.
- Leadership and Team Management: Ability to lead, motivate, and manage a diverse team effectively. Skilled in conflict resolution and fostering a collaborative work environment.
- Communication Skills: Excellent verbal and written communication for interacting with clients, vendors, and internal teams. Proficiency in preparing and presenting detailed operational reports.
- Problem-Solving and Decision-Making: Analytical skills to identify operational challenges and implement effective solutions. Confidence in making timely and well-informed decisions.
- Customer Focus: Strong client relationship management skills. Commitment to meeting or exceeding customer expectations.
- Time Management: Ability to multitask and manage multiple priorities in a fast-paced environment. Efficiency in handling urgent tasks without compromising overall operations.
- Strategic Thinking: Ability to align operational strategies with company objectives. Vision for long-term improvements in facility management processes.
- Adaptability: Flexibility to adapt to changing circumstances and handle unforeseen challenges.
- Attention to Detail: Commitment to maintaining high standards of quality and safety.
- Interpersonal Skills: Strong ability to build relationships with stakeholders at all levels.
- Technology Proficiency: Familiarity with digital tools for tracking operations, reporting, and optimizing facility performance.
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