OPERATION COORDINATOR( FM)

1. Operation Support / Team Management

Supervise team as per site requirements. Carry out field trips to ensure that the cleaning personnel did not miss out on any operational risks. Assist the staff in all areas of operations/HSE to ensure smooth business operations and resolve any abnormalities noticed during the supervision with prompt follow-up as per the client location work standards and evaluate the staff performance at a site.

2. Staff Deployment | Resource Planning | Rostering | Billing & Invoicing | Grooming Standards | Time & Punctuality

Ensure daily deployment plans are in place to fulfill client’s manpower requirements. Share manpower planning with the client, arrange absenteeism replacement, and carry out checks on attendance verification after checking with clients. Ensure all new arrivals are sent for training without fail. Timely PPE distribution and assure all employees are deployed with complete PPE. Responsible for preparing rosters and sharing them with the client in cooperation with LM. Ensure all employee attendance is received from the client on time. Prepare master attendance, check missing punching, rectify working hours with the client, and ensure all employees are accurately billed as per deployment. Support in preparing Job Charts and Disciplinary Actions Report. Prepare final attendance for resigned employees and lead by example to ensure that the entire team meets the standards relating to grooming and punctuality. Supervise staff for alertness and attentive performance to deliver the task at all times. Maintain a clean attendance record and avoid late arrivals on site. Initiate disciplinary action on subordinates when incidents are reported. Responsible for performance reviews of subordinates in line with the department's vision and mission against the Department KPIs.

3. Communication and Coordination

Mentor and explain rules, policies, or regulations of the premises through the post orders to the staff under direct control. Supervise and maintain regular communication with operation updates to the line manager with follow-up. Develop and maintain positive relations with clients and contractors by attending monthly meetings. Maintain attendance records and communicate summary/reconciliation reports, obtaining acknowledgment/sign-off to avoid billing disputes. Obtain client approval for invoices and share the data with the Line Manager for processing invoices. Reconcile employee attendance for billing and communicate employee duty rosters well in advance.

4. Supervising / Documenting / Recording Information / Inspection / Investigation / Root Cause Report / Audit Support

Responsible for ensuring the recording of all occurrences, maintenance of logbooks, periodic reporting of manpower status to the Control Office, and Daily Reports. Receive client complaints and resolve problems, helping to resolve employees’ issues and disputes. Report site incidents, accidents, and sickness to CR office and Operation Officer.

5. Safety Management System | Special Projects

Supervise the team to implement all safety regulations as per site instructions. Develop and implement measures relating to accidents, incidents, and other risks. Verify safety or conformance to standards and investigate disturbances. Deliver Toolbox Talks to all staff for performance improvement and communicate work location guidelines. Conduct induction for new employees and perform any other task assigned by the LINE Manager consistent with the Ops requirements, including but not limited to General Administration (PPE arrangements/salary issues/Medical, etc.).