Employee Services Specialist

Purpose of the Job:

The Employee Services Specialist is responsible for ensuring a safe, well-maintained, and efficiently operating work environment at the Head Office of a fast-paced FMCG organization. The role serves as the operational backbone of the Employee Services function, managing facilities, administration, security, health & safety, and fleet operations. The incumbent plays a pivotal role in delivering a high standard of workplace experience for employees and visitors alike, in alignment with organizational policies and industry best practices .

Primary Responsibilities:

• Oversee the day-to-day operations of the Head Office facility, ensuring all building infrastructure, common areas, and workspaces are maintained to a high standard of functionality and cleanliness.
• Supervise housekeeping and janitorial staff, establishing and monitoring performance standards to maintain a hygienic, presentable, and employee-friendly environment.
• Plan, coordinate, and follow up on civil repair, renovation, and maintenance works in line with ES department directives, ensuring minimal disruption to business operations.
• Conduct regular facility inspections to proactively identify and resolve maintenance issues before they escalate.
• Manage space utilization, asset movement, and office reconfiguration requirements in coordination with relevant stakeholders.
• Ensure all meeting rooms, common spaces, and employee facilities are consistently available, functional, and well-equipped.
• Oversee the performance and discipline of contracted security personnel, ensuring full compliance with organizational security protocols and SOPs.
• Manage visitor access control and material handling procedures in strict adherence to prescribed security guidelines.
• Coordinate with external security service providers to ensure seamless and up-to-standard security arrangements at all times.
• Conduct periodic security assessments to identify vulnerabilities and recommend improvements to existing security controls.
• Ensure all firefighting equipment, fire hydrant systems, and fire alarm systems are regularly inspected, maintained, and fully operational.
• Supervise Integrated Pest Management (IPM) activities and manage service provider performance and schedules.
• Actively participate in HACCP and OHS internal and external audits, driving the implementation of corrective and preventive actions within the ES domain.
• Support the preparation of the annual departmental budget by coordinating data collection from the line manager and satellite teams.
• Monitor and track departmental expenditures against the approved budget throughout the financial year, flagging variances and discrepancies to department managers in a timely manner.
• Manage the timely renewal of all Annual Service and Maintenance Contracts and rental agreements for satellite locations, in close coordination with the GM ES, Legal department, and relevant vendors.
• Evaluate vendor performance against service level agreements and drive accountability for service quality and cost efficiency.

Education & Experience:

• Bachelor's degree in Business Administration or a related discipline.
• 3–5 years of progressive experience in facilities management, estate services, or corporate administration, preferably within an FMCG or manufacturing.

Skills & Competencies:

• Strong organizational and multitasking capabilities with a hands-on, ownership-driven mindset
• Excellent vendor and stakeholder management skills with the ability to drive performance and accountability.
• Sound understanding of health, safety, and environmental compliance standards.
• Proficiency in MS Office; familiarity with SAP S/4 HANA will be an advantage.