Office Operations Executive

DSV Global transport and logistics

DSV is one of the very best performing companies in the transport and logistics industry. 75000 employees in more than 90 countries work passionatelyto deliver great customer experiences and high-quality services as part of the operation or in a variety of supporting roles. If you have the drive talentand enjoy responsibility well give you the support you need to explore your potential and forward your career.

The Office Operations Executive will be responsible for the following:

Hard Services Management

Manage Facility PPM (Planned Preventive Maintenance) Calendar for Mechanical Electrical and Plumbing Equipment/Infrastructure
Validate the PPM Calendar and ensure that there are corresponding maintenance contracts in place
Facilitate the execution of the plan according to the aligned frequency including provision of necessary HSS&E Documentation and adherence to safety procedures
Maintain required documentation of maintenance activities
Manage necessary internal and external communications related to required works
Coordinate Base Building/Campus PPM including Fire Safety Requirements
Facilitate access to SLC Office Block A to base building vendors including managing any required HSS&E documentation
Assume Fire Warden responsibilities for the Office Block users including facility vendors (e.g. cleaners)
Manage necessary internal and external communications related to required Activities

Soft Services Management

Cleaning & Cleaning Supplies
Review and validate current SOW with cleaning vendor and monitor adherence to the specified contract scope
Manage attendance of cleaners including training of identified back fill
Manage requests for additional cleaners works
Monitor and manage performance of cleaning vendor vis-à-vis contract KPIs and visual quality assurance (i.e. cleanliness and hygiene standards are maintained)
Plant Maintenance
Validate the agreed maintenance schedule
Support any additional requirements
Security (Block A Office Only)
Facilitate required maintenance schedule including any system / patch upgrades
Coffee Machine and Water Dispenser
Facilitate required maintenance schedule
Pest Control
Arrange for any ad hoc facility pest control requirements

Reception and Mail Management

• Provide visitor access to L2 Main Door during office hours (carried out remotely on an ad-hoc basis)
• Facilitate courier/delivery pick-up
• Facilitate mail delivery and ensure that mail is sorted and stored in an orderly manner

Repairs & Maintenance

Carry out daily site walks to proactively identify faults/service gaps/ repairs
Manage resolution of requests/issues/fault raised by users on site
Manage all repairs / maintenance works (either identified during site walk or raised by users)
Engage relevant vendor
Schedule inspection
Facilitate entry and execution of works
Validate acceptance/issue resolution
Manage all necessary internal and external communications

Pantry & Office Supplies Management

Manage pantry and office supplies to ensure:
Timely and adequate stocking of agreed consumables
Storage of relevant items in a clean and orderly manner

Office Operations
Maintain all relevant documentation specific to the facility including but not limited to:
As Built Drawings
OMM (Operating Manuals)
Maintenance Contracts
Regulatory approvals if applicable
Locker and Storage allocations
Maintain and manage facility equipment and fixtures including but not limited to:
Key Press (Maintain access completeness and proper tagging)
First Aid Kits
AED
Visitor and JML Support
Manage security access to Block A RHO Only (Add Remove and Manage access database)
Manage locker and storage access in accordance with Joiner/Mover/Leaver Access
Facility Contract Management
Maintain database of facility related contracts
Manage contract milestones (i.e. inform of notice period expiry dates and other critical milestones)
Support procurement activities if required (e.g. request for quotations facilitate vendor inspections)
PO Management
Manage the raising and receiving of relevant facility-related expenses
Support vendor onboarding
Ensure timely creation of POs
Track payment of invoices on a monthly basis
Track overall facility related expenses on a monthly basis

Event Management

Support the planning and coordination of internal events meetings and office activities

Ad Hoc

Manage the remainder and end of the Defects Liability Period
Support any minor additions/ improvements on site
Support asset tagging exercises if needed

The candidate is expected to satisfy the following criteria: -

• Diploma or Degree in Facilities Management Building Services / Engineering (Mechanical Electrical) or Business Administration / Operations Management
• Fire Safety / Fire Warden certification
• Workplace Safety & Health (WSH) certification

Specific experience in the following areas:

• 1-2 years of experience inFacilities management / building operations and office administration or corporate services
• Managing PPM (Planned Preventive Maintenance) schedules
• Vendor and contract management
• Office operations (cleaning security pantry etc.)
• Managing inbound / outbound mails
• Coordinating maintenance works (MEP systems fire safety pest control) and workplace services and corporate office environment
• Microsoft Excel / Powerpoint
• Basic understanding of Procurement processes

DSV is an equal employment opportunity employer. Candidates are considered for employment without regard to race creed color national origin age sex religion ancestry veteran status marital status gender identify sexual orientation national origin liability for military service or any other characteristic protected by applicable federal state or local law. If you are interested in learning the status of your application please note you will be contacted directly by the appropriate human resources contact person if you are selected for further consideration. DSV reserves the right to defer or close a vacancy at any time.

DSV Global transport and logistics

Working at DSV means playing in a different league.

As a global leader in transport and logistics we have been on an extraordinary journey of growth. Lets grow together as we continue to innovate digitalise and build on our achievements.

With close to 150000 colleagues in over 90 countries we work every day to offer solid services and meet our customers needs and help them achieve their goals. We know that the best way to achieve this is by bringing in new talent fresh perspectives and ambitious individuals like you.

At DSV performance is in our DNA. We dont just work we aim to shape the future of logistics. This ambition fuels a dynamic environment built on collaboration with world-class team players accountability and action. We value inclusivity embrace different cultures and respect the dignity and rights of every individual. If you want to make an impact be trusted by customers and grow your career in a forward-thinking company this is the place to be.

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