Soft FM Services Supervisor

Job Purpose The Soft FM Services Supervisor is responsible for conducting onsite inspections of third-party service contractors to ensure compliance with contractual requirements, Service Operation Manuals (SOMs), company policies, and local and international quality standards. The role ensures consistent service delivery, audit compliance, and operational excellence across all assigned sites.

Key Responsibilities

• Review Service Operation Manuals (SOMs) to verify accuracy against actual site conditions and recommend updates or improvements.
• Ensure all SOMs are updated in line with operational requirements and site conditions.
• Monitor implementation of approved programs and procedures outlined in the SOMs.
• Conduct scheduled and ad hoc inspections in accordance with company audit programs.
• Identify non-compliance issues and coordinate corrective actions with service providers.
• Maintain accurate inspection records, logs, reports, and corrective action tracking.
• Review contractor documentation, reports, and submissions for contractual compliance and accuracy.
• Support service provider performance evaluation based on defined processes and KPIs.
• Prepare and submit weekly and monthly service provider evaluation reports to management.
• Perform follow-up inspections to verify closure of audit findings and corrective actions.
• Ensure all services comply with international regulations, local standards, and contractual specifications.
• Assist management in improving audit processes, quality procedures, and inspection standards.
• Provide operational support to project teams related to building services supervision and inspections.
• Supervise contractors on site to verify work completion as per contractual scope and timelines.
• Monitor labor resources, productivity, materials, and equipment usage to ensure efficient site operations.
• Maintain site documentation including daily reports, progress reports, and contractor coordination records.
• Communicate effectively with internal stakeholders and external contractors.
• Perform additional duties as assigned by management.

Reporting Structure

• Direct Reports: None
• Indirect Reports: None

Internal & External Relationships

• Internal: Operations team, project teams, client departments
• External: Vendors, contractors, service providers

Qualifications Education

• Bachelor’s Degree in Construction, Facilities Management, Engineering, or related field.

Experience

• Minimum 3 years of experience in construction supervision or facilities management.
• Prior experience supervising contractors and service providers preferred.

Knowledge

• Strong understanding of contractor supervision, building services, audits, and compliance standards.
• Familiarity with Service Operation Manuals (SOMs), quality systems, and contractual compliance.

Skills

• Proficient in Microsoft Word and general computer applications.
• Ability to prepare reports, documentation, and inspection records.
• Strong verbal and written communication skills.
• Ability to interact effectively with all organizational levels and external partners.
• Strong organizational, analytical, and problem-solving skills.

Core Competencies

• Adaptability
• Initiative
• Leadership
• Integrity
• Attention to Detail
• Customer Orientation

Functional Competencies

• Analytical and Logical Thinking
• Change Leadership
• Technology Utilization
• Self-Confidence
• Self-Control
• Teamwork
• Relationship Building

Key Performance Indicators (KPIs)

• Achieve a minimum 50% reduction in recurring service issues.
• Submit consolidated monthly inspection and compliance reports.
• Complete quarterly reviews and updates of Service Operation Manuals.
• Complete site inspections within two weeks, subject to availability of required resources.