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Mace Macro offers a complete facilities management service for companies anywhere in the world. Operating as a consultancy, managing agent or principal contractor, with a client base that includes global brands in over 30 countries.

The opportunity

The position is responsible for monitoring assurance and administration of facilities management services. Responsible in handling mailroom operations, vendor management (Fleet and Document Archival Facility) and supporting facilities management activities.

The job holder will be a keen advocate of best practice and employ company policies and procedures as standard working practice.

Your responsibilities will include:
Managing mailroom functions and staff.
Liaising with the branches of region regarding the archival of record.
Ensuring to manually lodgement of all documents in the system till digitalisation started.
Providing logistics support to branches for the retrieval and archival of record.
Ensuring timely processing of MA vendor’s bills in central region.
Ensuring smooth supply of drinking water in central region.
Coordinating with the AP finance in case of delay of payments.
Keeping original agreements of supply vendors.
Managing renewal of agreement with existing MA vendors as required.
Handling submission of monthly accruals.
Resolving day to day complaints of branches in central region.
Managing the record of NEWs with closed collaboration with NEW team and head office team.
Ensuring proper maintenance of company pool cars.
Keeping original record of company pool cars.
Managing the allocation of duties of drivers with the guests.
Assisting on all FM related services.
Handling Stake holder management.
Handing due diligence screening check for new staff members.
Assisting other sites with DOIs and documents required for mailroom and outsourced functions.
Handling special ad-hoc projects which includes site visits and reporting.
Operational Risk

Ensuring all material risks are identified on a risk register, assessed, mitigated, monitored and reported.
Ensuring applicable external laws and regulations and internal policies, procedures, limits and other risk control requirements are implemented and complied with.
Proposing control enhancements to ensure that any known risks are controlled within acceptable boundaries and to consistent standards.
Aligning business (or functional) strategy with risk appetite and seek to optimise the risk-return profile of the business.
Setting the right tone for the risk management culture of the team in internal communications and performance objectives.
Creating and implementing an effective program of control reviews that verify the process(s) you are responsible for are operating as designed and control are working effectively.
About you

A degree qualification.
Soft service and FM management experience.
Experience in managing stakeholders and clients.
Experience in managing supply partners to delivery optimised performance at a country level.
Experience in managing multi service real estate contracts at a country level.
Experience of procurement methods and contractual terms and conditions relating to relevant services.
Strong knowledge and experience of performance management of partnerships.
Ability to work with the supply partner for the best outcome while making sure the supply partner remains compliant with policies and the contract.
Ability to articulate and influence the supply partner towards expected performance.
Excellent people skills, communication, team building, partnering techniques and mentoring skills.
Demonstrate the values of Mace Macro, influence behaviours and change.
With knowledge of all the service levels and able to work with the supply chain to introduce solutions.
Has the drive, energy, patience and an ability to get the best solution out of supply partners.
The role requires commercial and contractual savvy and a clear understanding of how Mace Macro and its supply partners will provide a superior service delivery.
Experienced with output based, multi-service contracts and partnerships at a country level.
Commercially smart to identify and implement country contract variations through the change control process.
Reward and recognition

With Macro, you will deepen your knowledge and skills, work with inspiring colleagues, influential clients and get to see the world.

“Mace is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for our people to excel.”