Job Description
Job Title
Support Services Officer / Coordinator
Department
Support Services / Operations / Facilities Management
Reports To
Support Services Manager / Operations Manager / Facilities Manager
Job Summary
The Support Services Officer is responsible for coordinating and supporting daily operational activities to ensure efficient service delivery across the organization. The role provides administrative, operational, and facility support while coordinating with internal teams, service providers, and stakeholders to maintain a safe, efficient, and customer-focused working environment.
Key Responsibilities
Operational Support
- Coordinate daily support service activities to ensure smooth and effective operations.
- Provide administrative and operational assistance to departments and management teams.
- Monitor service requests and ensure timely completion of assigned tasks.
- Support the delivery of workplace services, including office support, logistics, facilities coordination, and general services.
- Assist in implementing operational procedures, policies, and service improvement initiatives.
- Coordinate resources, schedules, and priorities to meet business requirements.
Facilities and Workplace Support
- Assist with coordination of cleaning, maintenance, security, waste management, and other support services.
- Monitor workplace conditions and report maintenance issues, safety concerns, and service deficiencies.
- Support office moves, meeting arrangements, events, and workplace setup activities.
- Maintain records related to assets, service requests, inspections, and operational activities.
- Coordinate with contractors and vendors to ensure quality service delivery.
Administrative Support
- Prepare reports, correspondence, schedules, and operational documents.
- Maintain accurate records, databases, and filing systems.
- Assist with procurement requests, inventory monitoring, and supplies management.
- Support audits, inspections, and compliance documentation requirements.
- Manage service-related communications and follow up on outstanding actions.
Customer and Stakeholder Support
- Respond professionally to employee, client, and stakeholder requests.
- Record, track, and resolve service issues and complaints.
- Coordinate with relevant teams to ensure timely solutions.
- Maintain positive working relationships with internal departments and external service providers.
- Promote a customer-focused approach to service delivery.
Health, Safety, and Compliance
- Follow organizational health, safety, and environmental procedures.
- Report hazards, incidents, and unsafe conditions.
- Support workplace inspections and compliance activities.
- Ensure activities are performed according to company policies and procedures.
Qualifications
- Diploma or Bachelor's degree in Business Administration, Facilities Management, Office Management, Hospitality, or a related field.
- Additional training in administration, customer service, or facilities operations is an advantage.
Experience
- 2–4 years of experience in administrative support, facilities coordination, customer service, or operations support.
- Experience in corporate offices, healthcare, hospitality, education, or facilities management environments is preferred.
Required Skills
- Strong organizational and coordination skills.
- Good communication and interpersonal abilities.
- Ability to manage multiple tasks and priorities.
- Strong attention to detail and record-keeping skills.
- Problem-solving and follow-up abilities.
- Customer service orientation.
- Proficiency in Microsoft Office applications.
- Ability to work independently and as part of a team.
Key Performance Indicators (KPIs)
- Timely completion of support service requests.
- Stakeholder and customer satisfaction levels.
- Accuracy of reports and administrative records.
- Service provider coordination effectiveness.
- Compliance with organizational procedures and standards.
- Response time to operational issues.
- Contribution to workplace improvement initiatives.
Working Conditions
- Office-based with regular coordination across operational areas.
- Frequent interaction with employees, contractors, vendors, and management.
- May require support during meetings, events, emergencies, or operational activities outside normal working hours.
- May involve occasional movement around facilities and operational sites.
