Shared Services Supervisor

Job Description

The Shared Services Manager leads and coordinates critical support services within the organization, including procurement, inventory, IT, logistics, facility management, and public and government relations. This role ensures operational efficiency, regulatory compliance, and resource optimization across departments and locations. By overseeing these functions under one strategic umbrella, the Shared Services Manager enhances collaboration, service quality, and cost control.

Key Responsibilities

Procurement and Supply Management

1. Develop and manage procurement plans based on company needs and budget.
2. Establish policies to improve purchasing efficiency and cost savings.
3. Identify and evaluate new suppliers based on quality, price, and delivery reliability.
4. Build and maintain strong relationships with key suppliers to ensure a steady supply chain.
5. Review and approve supplier contracts to align with company requirements.
6. Negotiate pricing, payment terms, and return policies to secure the best deals.
7. Monitor supplier performance to ensure compliance with quality standards.
8. Manage inventory levels to prevent shortages or excess stock.

Public And Government Relations

1. Liaise with government authorities to ensure regulatory compliance.
2. Manage licenses and operational contracts.
3. Oversee public relations and communication strategies. Review and monitor the service contracts to ensure timely renewals and compliance.
4. Ensure financial obligations related to contracts and government requirements are met.
5. Make informed decisions on contract renewals or renegotiations.
6. Supervise company vehicle and driver operations.
7. Approve branch or department requests for modifying, canceling, or issuing telecommunications and internet services.
8. Review real estate and service contracts and ensure tracking of their start and expiration dates.
9. Ensure timely processing of government-related requests to avoid operational delays.
10. Review government transactions and reports for efficiency improvements.
11. Negotiate when necessary to resolve disputes or issues arising from official procedures.
12. Ensure compliance with regulations and legal requirements.
13. Monitor updates on government regulations related to company operations.
14. Ensure all activities comply with Saudi regulations to avoid penalties or fines.
15. Handle urgent or unexpected issues as needed.

Facility Management

1. Provide strategic leadership and oversight for the management of all Aqua-Tots facilities, including swim schools, corporate offices, and staff accommodations, ensuring alignment with organizational goals and operational excellence.
2. Approve and monitor the implementation of maintenance plans, vendor contracts, and safety protocols, ensuring service quality, cost-effectiveness, and regulatory compliance.
3. Set performance standards and ensure adherence to health, safety, and environmental regulations across all facility operations.
4. Champion initiatives that enhance facility sustainability, space optimization, and long-term infrastructure performance.
5. Directly supervise the Facility Manager, providing guidance, resolving escalated issues, approving budgets and ensuring that facility operations are strategically integrated with broader business objectives.

IT Management

1. Oversee the maintenance and operation of IT systems to ensure business continuity.
2. Provide support for hardware, software, and network infrastructure.

Qualifications & Background

1. Bachelor’s degree in Business Administration, Management, or Finance.
2. 3–5 years of experience in operations or facilities with financial and managerial responsibilities.
3. Demonstrated ability to lead diverse support functions and manage teams.
4. Strong knowledge of vendor management, government regulations, and contract oversight.
5. Effective communication in Arabic and English.
6. Problem-solving skills and a focus on continuous improvement and risk mitigation.
7. Budgeting and cost-control experience.