To manage all Facility and Office Operations, the Office Manager should be superior in all aspects of site management to include catering, cleaning, laundry, QHSE, HR/ADM (staff recruitment, staff training), security, cost control, maintenance, grounds keeping, pest control, etc…
Must guarantee to manage and operate assigned facilities according to Aden Services Standard with methods of Professionalization, Standardization, Procedure and Humanization.
Part I: Role Leadership and Image
Leadership by example promoting corporate values,
Driving positive morale of the whole team,
Execute responsibilities and set realistic objectives to all staff
Ensure all work is completed in line with management directives,
Self – motivated, results orientated and performance driven,
Values the importance of working with integrity and utilizes best ethical business practices,
Winning and Cooperative Attitude
Dress professionally to Aden Services policy.
Cooperative and respectful to all levels of the clients and ADEN organizations
Knowledge of all corporate policies and procedures, regulations and line of authority, in everyday business practices and especially while hold operation meetings with clients.
To work accordance to the employee handbook set by the company.
Part II: Responsibility Key tasks:
Accountable to manage all Integrated Facility Activities as directed by the General Manager according to the signed Contracts, SOW and company standards, making no amendments without the approval of the ADEN Senior Management.
Responsible for the oversight and administration of all Bank properties, facilities, office service operations and maintenance by working closely with Senior Management, vendors, contractors.
Including scheduling meetings and appointments, office supplies arrangements, greeting visitors and providing general administrative support to our employees.
Perform all leadership and other assigned duties as required and directed.
Provide office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Manage a help desk to deal with all internal and external stakeholder requests.
Ensure proper procurement system is in place, executing all purchase requests and issuing PO to vendors, including follow up receipt of goods and issue all final documentation and invoice to the finance department for payment.
Manage all IT requests and office assets to include all company owned, printers, computers, tablets, communications equipment, etc.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Lead, manage, teach and coach teams, including support members, food services, housekeeping, security, maintenance, landscaping/gardening, pest control and other team members.
Coordinates the day-to-day operations of ALL assigned areas.
Optimize labor at each site based on SOW and budget requirements.
Implement and supervise standardized controls at each site to include but not limited;
3 month consumable consumption forecasts,
Effective time management rosters,
Internal and external monthly reporting
CA MMS Maintenance Management
Digitization of systems
Optimize product usage at each site maintaining standardizing material lists.
Perform regular inspections and ensure presence at each site regularly.
Prepare and maintain operational budgets in accordance with Contract SOW and achieving positive EBIT results with in P & L.
Maintain and audit corporate Total Quality Management SOPs and systems at each site.
To ensure the operations of each site are operating accordance to QHSE policies and standards of the company.
To ensure consistent continual improvement scheduling in implemented and follow-up of staff training, records re to be kept for each team member.
Maintain open communication with clients for all major issues and concerns, ensuring good relations with the customer and implement corrective actions to resolve issues.
Must ensure regular quality checks and audits are performed, while standardizing the job descriptions for each of the different function areas, for example: chefs, administration, housekeeping, laundry, grounds keepers, maintenance, security etc…
To ensure that the correct amount of products and the correct equipment are used and applied as according to our contracts.
Ensure HSE practices to include HACCP and safe hygiene protocol regulations are strictly followed.
Regular audit HSE practices at each sites working areas, to include offices, kitchens, dining rooms, accommodations, laundry, workshop areas, site grounds, etc….
Ensure all staff maintains high personal hygiene and the uniform standard set by the company, good health check for each staff, record personal data in staff folder.
Ensure consistent scheduling of the daily operations.
Ensure that QHSE practices are being implemented within the working environment with daily tool box training and weekly staff meetings.
Implement emergency planning, and organize the backup groups with clients.
Cooperate with client; make the EHS audit and monthly health check.
It is forbidden to use or be under the influence of drugs or alcohol on any project site, all employees are subject to prescreening, random testing and post incident testing. Test failure at any stage will result in removal from site.
Ensures daily cost targets set by management are achieved.
Assist HR management and advise field staff recruitment, staff interview, staff monthly appraisal.
Conducts regular daily and weekly documented meetings with departmental teams.
Implement train programs for the new staff in order to make them operational ready as soon as possible (set up training policies)
Implement Rosters, staff attendance systems at all sites
Part III: Reports & Deliverables:
Report to Country General Manager/Operations Manager regularly on daily activities, issue formal OPS report daily that includes occupancy and usage, costs, work completed, work planned
Ensures weekly reports are provided to the on-site client representatives.
Consolidates customer surveys and quality Forms from all sites and confidentially forwards summary reports to General Manager/Operations Manager.
Complete ADEN standard Management report for each site (5th of each month) and issue to General Manager/Operations Manager. (7th of each month)
Completes external monthly reporting for all sites, based on corporate standards and issue to clients after ADEN senior management approval. (10th of each month)
Flexible and acceptable for any additional job assignment if necessary.
Bachelor or Master Degree
3-5 years working experience in same postion
Proven presentation, negotiation skills and excellent interpersonal skills.
Excellent organizational and follow up skills and a good team player.
Self-driven and able to work independently.
With its roots in Asia, ADEN is an International Integrated Facility Management (IFM) specialist, and is always at the forefront of the latest technology. ADEN is a major innovator in the SMART ...