General Services Coordinator

JOB SUMMARY

The General Services Coordinator is responsible for managing a wide range of logistical and administrative functions to support efficient and effective organizational operations. Key responsibilities include overseeing the company’s fleet, expatriate and local accommodation arrangements, facilities management, and the procurement and budgetary oversight of essential services.

Responsibilities:

Fleet Management

• Coordinate vehicle assignments for staff, ensuring regular maintenance and upkeep of fleet vehicles.
• Arrange additional transportation, such as taxi and shuttle services, as required.

Expatriate Services

• Assist with sourcing and assigning housing for expatriate staff.
• Support lease negotiations and landlord contract management.
• Ensure the security, maintenance, and cost-effective management of expatriate residences.
• Facilitate the import and export of expatriate household items as needed.

Local Accommodation Management

• Oversee local accommodation arrangements, including bookings for hotels and guest houses.
• Manage the expatriate travel fund, ensuring that accommodation standards meet organizational requirements.

Facilities Management

• Coordinate with landlords to maintain company facilities to required standards.
• Oversee essential services, including cleaning, repairs, air conditioning, and car park maintenance.
• Advise on space utilization and support operational requirements for offshore platforms.
• Address general staff comfort needs and assist with guest house operations.

General Administration

• Manage the procurement and supply of groceries, fruits, and office supplies for company offices.
• Supervise Administrative Assistants and Internal Drivers to ensure team efficiency and performance.

Vendor and Supplier Management

• Ensure compliance with Procurement and Purchasing Processes, utilizing SAP for accurate tracking.
• Maintain Health, Safety, and Environment (HSE) standards for all suppliers.
• Review and approve supplier invoices, ensuring that services and purchase orders are completed on schedule.

Budgeting and Reporting

• Ensure the timely completion of budgeting activities.
• Assist in managing the General Services budget, preparing reports, and conducting budget analyses as required.

Academic Qualifications:

• Bachelor’s degree in Law, Political Science (with a Minor in Economics), or a related field from an accredited institution.
• Additional certifications in HR Management, Industrial Relations, Real Estate, Business Etiquette, and Project Management are advantageous.

Training and Experience:

• Certifications in Industrial Relations, Real Estate Sales, or HR Management are preferred.
• Proficiency in SAP, MS Office Suite, MS Project, and Integra Security Access Program.
• Familiarity with compliance standards (e.g., TTOSHA) and experience in security planning.

Key Skills and Competencies:

• Strong organizational and multitasking abilities.
• Excellent negotiation and interpersonal skills.
• Detail-oriented with a focus on cost-efficiency.
• Proficiency in Microsoft Office Suite and SAP.
• Experience in vendor and budget management.

Additional Requirements:

• Leadership experience or team management skills are an asset.
• Knowledge of Health, Safety, and Environment (HSE) standards for vendor management.

Working Conditions:

• May be required to work overtime or on weekends and public holidays.
• Required flexibility for potential adjustments in location or mode of transport as organizational needs evolve.

REF/JC