Facilities Management Specialist

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.

• 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.

• 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.

• 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.

• 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.

• 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…