Soft Service Supervisor

What this job involves:

Soft Service Supervisor will oversee several soft services - Transportation, Cafeteria, Waste Management, Landscaping, and coordinate the vendors and performance delivery. The focus is primarily on ensuring a first-rate customer experience at all times, working closely between operations and clients to embed experience across all our site services.

What your day-to-day will look like:

• Planning and scheduling of preventive and corrective maintenance activities for GMP Manufacturing facility space.
• Coordinates with service providers, Transportation, Cafeteria, Waste Management, Landscaping, handyman duties, supported by Hard Services Supervisor for engineering related works with deeper complexities .
• Performs routine site inspections daily to ensure all office space and infrastructure in good condition and that work complies with all declared safety risk assessment and method statements.
• Performs good safe submissions by reporting safety and quality observations. Target 6 submissions per month.
• To ensure timely renewal of maintenance and/or service contracts with vendors.
• To ensure works carried out by contractors/service providers has been completed satisfactorily and follow up on any deficiencies, if any.
• To ensure timely draft revision of GMP services plant SOP, Work instructions (if necessary).
• To carry out training for vendors, such as Data integrity training and Good Manufacturing Practices training sessions.
• Assists request/complains by employees on facilities need
• Works closely with clients and suppliers onsite to identify their facility-related enquiries and requirements.
• Maintains a safe and risk-free GMP space environment by following procedures, rules and regulations.
• Responsible for handling incoming and outgoing calls including distribution of any messages.
• Receive, inform and guide visitors including co-ordination with client employees.
• Provide assistance in general administrative activities and any other duties
• Participate as a team member in responses to emergency situations for facilities matters
• Directing first-line complaints in regards to soft services to Facilities Management team
• Ensure compliance with all governmental regulations on behalf of the client.
• File all related service reports in their respective folders
• Prepare monthly management reports.
• Attend Weekly GAD/ Site Lead update Meeting to update all current site activities
• Ensure effective completion of all incident reports including investigations using RCA methodology.
• Ensure compliance with Jones Lang LaSalle minimum audit standards.
• Manage end user expectations and requirement.
• Obtain regular updates from supervisors (of soft services vendors) through weekly/daily briefings to have an overview of the operations of the site.
• Provide assistance to users as and when required.
  
  

Required Qualifications:

• Diploma/Degree in Facilities Management, Hospitality, Business Administration, Engineering, Life Sciences, Chemistry, or related field. Relevant certifications in Facilities Management, Cleaning Operations, and Workplace Safety & Health (WSH) preferred.
• Minimum 3–5 years of Soft Services/Housekeeping experience, including at least 2 years in a supervisory role within GMP-regulated pharmaceutical, biologics, medical device, or API manufacturing environments. Experience with IFM service providers and managing SLAs/KPIs preferred.
• Strong knowledge of cGMP compliance, ALCOA+ data integrity principles, SOPs, CAPA, QMS processes, cleanroom protocols, and contamination control practices.
• Hands-on experience in pharmaceutical sanitisation, chemical handling, GMP waste management, pest control oversight, and operation within hazardous/controlled environments.
• Experience supporting internal and external regulatory audits (FDA, EMA, HSA, etc.) and maintaining audit-ready documentation and records.
• Strong leadership, team training, stakeholder management, and cross-functional communication skills with QA, Production, and EHS teams.