Operations Supervisor

Hadya Group; Jeddah; On-site; SAR 60,000 - 80,000; Full time

Job summary

A leading company in the Makkah Region is seeking an Operations Supervisor to manage invoicing, coordinate with tenants, and oversee day-to-day operations. The role requires strong organizational and communication skills, with responsibilities spanning vendor management and facility services.

Responsibilities

• Generate and manage JS Unit Rent invoices.
• Coordinate with tenants for accurate invoicing and resolve queries.
• Prepare weekly and monthly reports as required by the department.

Skills

Facility management

Vendor management

Property Management

Planning and coordinating

Asset Management

Organizations and time management skills

Communication & Interpersonal Skills

Job description

• Generate and manage JS Unit Rent invoices.
• Coordinate with tenants for accurate invoicing and resolve any related queries.

2. JS Facility Services Invoices:

• Manage invoices for parking, utilities, electricity, AC charges, and storage services.
• Share invoices with tenants as required.

3. Day-to-Day Operations Activities:

• Adapt operations to meet changing needs while collaborating with other departments.
• Coordinate with property functions and communicate with third-party vendors when necessary.
• Share vendor invoices from JS suppliers and facility services with line manager for approval.
• Send approved invoices to finance for processing payments for services including:
• Cleaning (Arab Home, Initial, Warm Sun)
• Air Fresheners (Crearoma)
• Parking System (Idex)

5. HOMCO Services & Collections:

• Raise service requests and follow up with maintenance teams and tenants.
• Manage AMC proposals and follow up accordingly.

6. JS Property Bills:

• Handle property-related utility bills (electricity SEC, water NWC).
• Upload consumption reports and invoices; share summary sheets with the finance team.
• Track and analyze consumption patterns.

7. Daily Parking Activities:

• Update daily parking system based on tenant requests.
• Manage new parking agreements for ground-floor spaces.

8. Collection:

• Follow up on pending JS rent payments and upcoming dues.
• Issue reminders and warning letters via email, phone calls, and in-person visits.
• Automate reminder & warning letters through the ERP system (as per COO instructions).

9. ARC Platform for LEED:

• Upload SEC and NWC invoices on the ARC platform for LEED certification purposes.
• Ensure proper documentation for all JS office locations and tenants.

10. Client Relations:

• Handle tenant inquiries and requests related to JS operations and facility services.
• Coordinate with relevant departments to address tenant needs promptly.

11. Purchase Requests (PR):

• Raise Purchase Requests for internal needs as required by the operations team.

12. Reports:

• Prepare weekly and monthly reports as required by the department.

14. Pre/Post Tenancy:

• Prepare and process documents to be signed by tenants.
• Handle documentation for new tenants and ensure accurate records are kept.

15. JS Maintenance Requests:

• Monitor and follow up on JS internal maintenance requests to ensure work is completed in a timely manner.

16. Archive & Documentation:

• Maintain accurate records of all JS-related licenses, invoices, contracts, and any operational documents.
• Track contracts and certifications for expiry dates and initiate renewals as necessary.

17. Emergency Response:

• Collaborate with security teams and property managers in case of emergencies.
• Work with the concerned departments to resolve any urgent matters.

18. Project Coordination:

• Coordinate and follow up with all relevant stakeholders and departments for the successful implementation of projects.

19. Announcements:

• Communicate important building updates, upcoming projects, and events to tenants.

Skills required

• Facility management
• Vendor management
• Property Management
• Planning and coordinating
• Asset Management
• Organizations and time management skills
• Communication & Interpersonal Skills

Company Industry

Department / Functional Area

• Data Entry
• Operations
• Back Office Processing

Keywords

• Operations Supervisor

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