Urgent Operations Manager

Job Description

Key Responsibilities:

1.Manpower Planning and Deployment

- Assess staffing requirements: Determine the staffing needs for each service area (e.g., cleaning, security, landscaping, etc.) based on the size and type of the facility.
- Deploy manpower efficiently: Allocate staff based on the workload, ensuring that staffing levels are adequate to meet operational needs while avoiding overstaffing or understaffing.
- Develop staffing schedules: Create shift schedules and manage staffing rotations to ensure all shifts are adequately covered and that there is no disruption in service delivery.
- Handle emergency deployment: Quickly allocate additional staff in case of emergency needs or unplanned absences to ensure continuity of services.

2.Supervision of Soft Services

- Monitor performance: Regularly assess the quality and performance of soft services such as cleaning, security, pest control, waste management, etc.
- Ensure service delivery standards: Ensure that all service contracts are met and that the quality of services aligns with the clients expectations and contractual agreements.
- Address client issues: Act as the point of contact for any complaints or issues related to soft services, ensuring timely resolution to maintain client satisfaction.
- Supervise on-site operations: Oversee the day-to-day execution of soft services, ensuring that staff are carrying out their duties as required, and maintain high operational standards.

3.Team Management and Development

- Recruitment and staffing: Manage the recruitment and selection of manpower for various soft services, ensuring that employees have the necessary skills and qualifications.
- Training and development: Ensure that employees are adequately trained for their roles, including training on safety protocols, service standards, customer interaction, and the proper use of equipment and cleaning agents.
- Performance management: Monitor the performance of the staff regularly, conducting performance reviews, addressing underperformance, and recognizing high performers.
- Motivation and morale: Foster a positive work environment by motivating the team, encouraging teamwork, and ensuring employees feel supported and valued.

4.Budgeting and Cost Control

- Manage labor costs: Ensure that the deployment of manpower is cost-effective, within budget, and aligned with the organizations financial goals.
- Optimize staffing levels: Analyze the workload and adjust staffing levels to ensure that manpower is used efficiently, balancing client requirements with operational cost constraints.
- Track overtime: Minimize unnecessary overtime by properly managing shifts and anticipating the staffing needs in advance.

5.Health and Safety Compliance

- Ensure compliance with safety standards: Ensure that all staff follow safety procedures, particularly in high-risk areas like cleaning (e.g., handling chemicals) and security.
- Implement safety protocols: Ensure that all personnel are trained in safety protocols and emergency procedures, including fire drills, first aid, and proper handling of hazardous materials.
- Monitor workplace safety: Conduct regular site visits to ensure staff are adhering to safety guidelines and report any safety hazards promptly.

6.Vendor and Supplier Coordination

- Manage third-party vendors: If applicable, manage external vendors or contractors providing soft services, ensuring they meet service standards and deadlines.
- Negotiate contracts: Negotiate terms, pricing, and service levels with contractors or external agencies to ensure cost-effective and high-quality service delivery.
- Maintain relationships: Build and maintain strong relationships with external suppliers or partners, ensuring smooth collaboration.

7.Reporting and Documentation

- Prepare reports: Regularly prepare performance and service reports to track key performance indicators (KPIs) such as staff attendance, job completion rates, and customer satisfaction.
- Maintain records: Keep accurate records of manpower deployment, training, and compliance with regulations. Document any incidents or issues related to service delivery or staff performance.
- Provide feedback: Provide regular updates to senior management and clients regarding the status of soft services, identifying areas for improvement and making recommendations.

8.Customer Relationship Management

- Ensure client satisfaction: Act as the main point of contact for clients with regard to soft services and manpower deployment. Address any client concerns or feedback and implement corrective actions as needed.
- Conduct regular meetings: Hold regular meetings with clients to discuss service expectations, performance reviews, and any changes in their requirements.
- Enhance service offerings: Proactively suggest improvements to service delivery based on client needs, industry best practices, and operational efficiencies.

9. Technology and System Management

- Utilize technology: Use facility management software or manpower management systems to monitor staff deployment, track performance, and maintain records.
- Implement scheduling tools: Use automated scheduling tools to streamline the deployment process and improve the efficiency of workforce management.
- Data-driven decisions: Leverage data analytics to optimize manpower deployment, identify trends, and forecast staffing requirements based on historical data.

10. Sustainability and Green Practices

- Promote eco-friendly practices: Encourage the use of green cleaning products, recycling initiatives, and sustainable waste management practices.
- Optimize resource use: Work to reduce energy consumption and waste in soft services operations by deploying staff efficiently and integrating eco-friendly systems.

Required Skills & Qualifications:

- Education:A degree or diploma in Facility Management, Hospitality Management, Business Administration, or related fields.
- Experience:Several years of experience in managing soft services, especially in manpower deployment or workforce management, with a strong understanding of facility operations.
- Certifications:Certifications related to facility management (e.g.,IFMAorBOMIcertifications) or workforce management can be an advantage.

Skills:

- Strong leadership and team management skills.
- Ability to plan, allocate, and optimize workforce deployment effectively.
- Proficiency in manpower management software or facility management systems.
- Excellent communication and client management skills.
- Strong organizational and multitasking abilities.
- Knowledge of safety and regulatory compliance.

Key Competencies:

- Leadership:Strong leadership skills to manage diverse teams and ensure effective manpower deployment.
- Problem-Solving:Ability to resolve workforce-related issues quickly and efficiently while maintaining service standards.
- Client-Focused:Focus on delivering high-quality service that meets or exceeds client expectations.
- Flexibility:Ability to adapt to changing client needs, emergencies, or unexpected workforce shortages.
- Time Management:Efficiently manage time and resources to ensure timely completion of tasks.

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