Soft Services Lead

JLL; Bandar Baru Bangi; On-site; MYR 60,000 - 80,000; Full time

Job summary

A leading facility management company in Bandar Baru Bangi is seeking a Soft Services Lead to manage various facility services including office meeting management, janitorial, and mailroom operations. Candidates should have a diploma and at least 2 years of relevant experience, showcasing strong analytical skills and fluency in English. This role involves ensuring quality services, managing vendors, and maintaining HSE compliance.

Qualifications

• At least 2 years of relevant experience preferred.
• Strong analytical and problem-solving skills.
• Excellent command of English, both written and spoken.

Responsibilities

• Manage client's facility services under the Soft Services operation.
• Organize, prioritize, and delegate tasks for timely completion.
• Ensure quality service within budget for cleaning and F&B services.
• Plan and report on HSE and sustainability activities.

Skills

Analytical skills

Problem-solving

Operational communication

Fluent in English

Education

Diploma in related fields

Job description

Title

Soft Services Lead

Business Line

IFM – Integrated Facilities Management

Location

Menara Shell

Reporting To

JLL Facilities Manager

Number of Subordinates

None

Objective

Reports to Facilities Manager, managing client's facility services under the Soft Services operation. Responsible for office meeting management, janitorial, Mailroom operation, F&B services for meetings, and mailroom operations. Manages daily operations, administrative processes, HSE, procurement, vendor management, and Helpdesk. Organizes, prioritizes, and delegates tasks to ensure timely and competent completion of all administrative work.

Accountabilities

1. Site Office Operation & Maintenance
2. Manage client’s office operations and SOP related to Soft Services.
3. Assist in implementing operational standards and procedures for Soft Services.
4. Streamline business processes to improve operational efficiency.
5. Monitor in-house contractors and suppliers to ensure quality service within budget.
6. Ensure cleaning, F&B, and mailroom services meet standards and customer satisfaction.
7. Minimize HSE risks and operational interruptions.
8. Review inventory levels of consumables.
9. Plan and schedule manpower efficiently.
10. Ensure quality of services provided by subcontractors.
11. Conduct toolbox talks, walkabouts, and inspections.
12. Recommend improvements and energy-saving initiatives.
13. Prepare and submit monthly and quarterly service reports.
14. Create reports and presentations for account management.
15. Engage with HSE and other teams for coordinated service delivery.
16. Coordinate client events, product launches, and logistics.
17. Create internal corporate communications content.
18. Ensure legal compliance and HSE standards, liaising with authorities.
19. Plan and report on HSE and sustainability activities.
20. Lead HSE initiatives and risk assessments.
21. Manage HSE training and compliance.
22. Support other Shell sites under REFM.
23. Ensure a safe working environment and HSE compliance.
24. Work with HSE team to plan and execute safety procedures.
25. Manage vendor performance and procurement processes.
26. Maintain databases and support vendor registration.
27. Oversee workplace admin and Helpdesk team, ensuring SLA/KPI adherence.
28. Supervise meeting room bookings and mailbox management.
29. Coordinate workspace setup and branding projects.
30. Manage minor projects and adhoc Soft Services projects.
31. Handle office interior landscaping projects.
32. Conduct cost analysis and award projects appropriately.
33. Complete projects on time, enhancing employee engagement.
34. Manage contracts and ensure timely renewals and assessments.
35. Assist in financial management, including budgets and cost savings.
36. Support strategic planning and client reporting.

Required Qualifications & Experience

• Diploma in related fields.
• At least 2 years of relevant experience preferred.
• Strong analytical and problem-solving skills.
• Excellent command of English, both written and spoken.
• Operational communication skills.