Facilities Management Specialist

Job Title:

Facility & General Services Senior Specialist

Department:

Facility Services

Location:

HQ Office – Riyadh

Role Purpose:

Facilitate the seamless and efficient operation of facility management, hospitality, postal and archiving, administrative, and government relations services within SABIL, to create and maintain a conducive and well-functioning work environment for employees, visitors, and stakeholders.

KEY ACCOUNTABILITIES & ACTIVITIES

Hospitality Services:

• Oversee and optimize reception services, facilitating a welcoming and professional atmosphere at SABIL for clients, employees, and visitors.
• Collaborate with relevant teams to align reception and hospitality strategies with organizational goals.
• Lead all corporate event-related activities, from conceptualization to post-event evaluations facilitating smooth execution of the highest standards and the identification of possible areas for improvement, in coordination with the Corporate Marketing and Communications department.
• Establish and drive service standards and protocols for reception, hospitality, and events to consistently deliver outstanding experiences.
• Monitor and evaluate the quality of services provided, identifying areas for improvement, and coordinating the implementation of corrective measures.
• Oversee cross-functional interactions with teams in the organization, including marketing, communications, and facilities management, to integrate reception, hospitality, and event strategies seamlessly.
• Develop and manage budgets for reception, hospitality, and events, ensuring cost-effectiveness and adherence to financial guidelines.
• Manage the generation of reports and analytics to provide insights into the financial performance of reception, hospitality, and event management activities and present these findings to relevant managers.

Postal and Archiving Services:

• Lead the development and implementation of strategic initiatives to optimize postal and archiving operations, enhancing efficiency in mail distribution and record-keeping at SABIL.
• Oversee and facilitate collaboration with relevant departments to ensure seamless integration of postal and archiving operations with overall organizational goals.
• Drive the implementation of robust measures for document security, focusing on confidentiality and access control to safeguard sensitive information.
• Oversee relationships with postal service vendors, managing negotiation of contracts and ensuring alignment with SABIL's requirements.
• Implement monitoring mechanisms for vendor performance, establishing Key Performance Indicators (KPIs) and making sure that regular assessments are conducted to ensure reliability and adherence to service standards.
• Direct the implementation of cost-effective measures without compromising service quality, optimizing vendor relationships for maximum efficiency.

Administrative Services:

• Oversee the management of a team of agents responsible for cleaning, tea services, and office supplies to enable a well-maintained and well-equipped work environment at SABIL.
• Drive the development and implementation of standard operating procedures to guarantee the highest standards of cleanliness, tea service, and availability of office supplies.
• Steer improvement initiatives focused on enhancing the functionality and efficiency of office services and supplies.
• Prioritize stakeholder satisfaction by ensuring that office environments are conducive to productivity and well-stocked with necessary supplies.
• Create a productive, efficient, and well-maintained work environment at SABIL, positively impacting the organization's overall functionality and employee satisfaction.

Facility Management:

• Manage the maintenance of company-owned facilities, encompassing Head Quarters and branches, guaranteeing that all infrastructure, equipment, and systems are consistently maintained in optimal working condition.
• Assist with the development and implementation of scheduled and non-scheduled maintenance programs to systematically extend the lifespan of buildings, machinery, and related assets, facilitating sustained operational excellence.
• Coordinate external vendors and contractors for specialized maintenance services and repairs, optimizing the efficiency and effectiveness of facility maintenance operations.
• Support in the selection and management of offices and branches, ensuring proper upkeep according to best-practices.
• Work with various departments and the local representatives in each branch to assess and address their office and supplies needs, whilst coordinating maintenance and repair activities for sustained operational effectiveness.

Government Relations Services:

• Prepare and submit relevant license applications, making sure all documentation and paperwork are complete and accurate.
• Follow up with government agencies on the status of license applications and address any inquiries or requests for additional information.
• Stay up to date with changes in regulations and advise the organization on potential impacts or opportunities related to licensing and permitting.

Policies, Systems, Processes, and Procedures:

• Manage and ensure effective implementation of policies, procedures and controls covering all areas of assigned sectional activity so that all relevant procedural/legislative requirements are fulfilled while delivering a quality, cost-effective service.
• Develop and implement efficient reception processes and protocols to enhance overall experience for all stakeholders.

Qualifications/Requirements:

Required:

Knowledge and Experience

• Minimum of 5 years of experience is required, in a similar role discipline/capacity is mandatory.
• Excellent in English

Education

• Bachelor’s degree in Engineering, business management, or any business-related discipline.

Equivalent:

• Minimum of 10 years of experience is required, in a in a similar role discipline/capacity is mandatory.
• Excellent in English

• Diploma’s degree in Business Management, or any business-related discipline. (Should be at least 2 years)