Lead Soft Services

Role & Responsibilities

Employee Engagement & Events

Working closely with internal stakeholders to determine objectives, budget & scope of each event (OTQ, socials, All hands Odessa caf etc.) coordination and execution of the event.

Maintain yearly event calendar & budget in coordination with Head Workplace, HR, Comms & Business units.

The scope of boardroom meetings comprises aspects related to meeting room organizing and facilitating meetings of leadership & high-level meetings & workshops. This includes infrastructure, cleanliness, tables Chair, stationery, Audio Video & other boardroom amenities, should arrange refreshments which may include meals, Snacks, Beverage & Other refreshments for the attendees

Soft Services Management

The management and control of the soft service operation to the agreed specification and to the agreed performance, qualitative and financial targets

To provide leadership, role modelling and direction to the delivery teams within the soft services areas of the Odessa business

To be accountable for excellent service delivery within the soft services team activities and operational objectives ensuring continuous improvements are made

Oversee day to day running of Site Soft Services in respect of Catering, Cleaning, Contract Procurement & Housekeeping

Assume full responsibility for management of soft services against contracted scope of works

Reporting on SLAs and delivering action plans to ensure that SLAs are met/exceeded

Compliance, Environmental, Health & Safety and Risk Management

Comply with all Company & Client policies, site rules and statutory regulations relating to Health & Safety, safe working practices, hygiene, cleanliness. This will include your awareness of any specific hazards in your work place and training of staff.

To assist in auditing (including the completion of duty of care visits) the contracted soft services providing

Vendor Management

The Lead identifies a vendor identifies and source suitable vendors who can provide the required services, products, or equipment for the event. They conduct research, obtain recommendations, and evaluate potential vendors based on their experience, reliability, and ability to meet event requirements.

The Lead negotiates rates and contracts with vendors to achieve the best value for the event budget. They aim to secure favorable pricing, discounts, or package deals while ensuring that the vendors can meet the required quality standards and service levels.

Inventory Management

Inventory management for tea and coffee supplies in the pantry. This involves tracking inventory levels, conducting regular stock checks, and coordinating with vendors for timely restocking. Effective inventory management helps prevent shortages, minimize wastage, and ensure that there is a sufficient supply of tea and coffee products to meet employee demand

Billing & Invoicing

Lead is responsible for ensuring that bills or invoices are accurate, complete, and submitted to finance on timely manner post relevant approvals are secured, He/ she shall review and verify bills before they are sent out to ensure that all charges are correctly calculated and itemized.

Budgeting & Finance

Tracking and monitors facility procurement expenses, ensuring they are properly recorded and classified. Preparing financial reports specific to facility procurement, analyzing spending patterns, identifying cost-saving opportunities, and presenting financial data to internal Finance team

Seeks opportunities to improve facility procurement processes, such as streamlining purchasing procedures, implementing cost-saving initiatives, and enhancing financial controls specific to facility-related expenses.

Trend analysis, MIS (Management Information System), and dashboard reporting is to gather, analyze, and present relevant data and insights to support informed decision-making and drive operational improvements.