Office Operations Executive

Role Overview

The Office Operations Executive is entrusted with managing both hard and soft facility services to ensure a fully functional office environment. The position demands coordination of scheduled maintenance, vendor management, and operational support across various office services including security, cleaning, and pantry management.

Primary Responsibilities

• Oversee Planned Preventive Maintenance (PPM) schedules for mechanical, electrical, and plumbing infrastructure, validating contracts and ensuring compliance with Health, Safety, Security & Environment (HSS&E) procedures.
• Coordinate with base building vendors and manage Fire Safety roles including Fire Warden duties for office occupants and service vendors.
• Supervise cleaning services by monitoring contract adherence, attendance, and performance against KPIs; manage supplementary cleaning requests and training for replacements.
• Handle maintenance schedules for plant equipment, security systems, coffee machines, water dispensers, and facilitate pest control efforts as needed.
• Administer reception duties remotely, including visitor access to main doors, courier facilitation, and orderly mail processing.
• Perform regular inspections to identify faults and coordinate resolutions through vendor engagement and work supervision, maintaining comprehensive documentation of all maintenance activities.
• Manage pantry and office consumables ensuring timely replenishment and proper storage.
• Maintain critical facility documents such as as-built drawings, operation manuals, maintenance contracts, and regulatory approvals; manage key presses, first aid kits, and AED units.
• Control security access for staff within the office and support locker and storage allocation in relation to personnel movement.
• Administer facility-related contracts, tracking important milestones and assisting procurement through RFQs and vendor evaluations.
• Oversee purchase order management including expense tracking, vendor onboarding, and invoice processing.
• Assist in internal event planning, manage defect liability period issues, facilitate site improvements, and support asset tagging exercises.

Candidate Profile

• Educational background with a Diploma or Degree in Facilities Management, Building Services/Engineering (Mechanical, Electrical), Business Administration, or Operations Management.
• Certifications in Fire Safety/Fire Warden and Workplace Safety & Health (WSH).
• Experience between 1 to 2 years in facilities management, building operations, or corporate office administration is preferred.
• Demonstrated skills in managing PPM schedules, vendor and contract oversight, office operational services, mail handling, and maintenance coordination for MEP systems and workplace services.
• Proficiency with Microsoft Excel and PowerPoint and a basic understanding of procurement procedures.

Additional Information: Company and Culture

DSV is a global leader in transport and logistics, known for its innovative and digitalized approach. With a diverse workforce of nearly 150,000 across 90 countries, the company emphasizes growth, performance, inclusivity, and respect for individual rights. It offers a dynamic environment encouraging accountability and collaboration among world-class teams.