The Soft Facilities Management Officer is responsible for managing, monitoring, and reviewing Soft FM services delivered by third-party service providers to ensure high-quality, compliant, and efficient service delivery in support of museum operations.
The role requires strong operational, administrative, and technical knowledge of Soft FM services, including cleaning and housekeeping, waste management, pest control, landscaping, logistics, hospitality services, cleaning chemicals and equipment specifications knowledge and etc. The soft Services Officer required to supports professional service delivery by ensuring compliance with SLAs, KPIs, health and safety standards, documentation requirements, and regulatory obligations, while contributing to continuous improvement initiatives and Soft FMrelated projects.
- Participate as a member of the Operational Readiness Team.
- Execute assigned tasks in accordance with the Operational Readiness Plan workstreams, including:
- Construction handover
- Procurement and contracting
- Operations management
- CAFM system implementation
- Coordinate with internal stakeholders and service providers to ensure Soft FM operational readiness prior to handover and opening
- Oversee day-to-day Soft FM services to ensure continuity, quality, and compliance.
- Monitor contractor performance against SLAs, KPIs, and contractual obligations.
- Conduct regular inspections, audits, and performance assessments of Soft FM services.
- Ensure all Soft FM activities comply with museum standards, health & safety regulations, and environmental requirements.
- Coordinate with Facilities Operations, Security, EHS, and other internal teams to ensure seamless service delivery.
- Support sustainability initiatives related to Soft FM services, including waste reduction and environmentally friendly practices.
- Review and amend the PPM checklist aligning with the best industry practices and experience.
- Assist the Soft FM Specialists to develop, review and Follow-up on day-to-day cleaning & maintenance activities based on PPM schedule and coactive / corrective maintenance work orders in the CAFM system.
- Maintain accurate and up-to-date records for all Soft FM services, including contracts, SLAs, KPIs, inspection reports, permits, MSDS, risk assessments, and method statements.
- Ensure proper document control, version management, approval workflows, and traceability for all Soft FM documentation.
- Maintain and update service records, inspection logs, corrective actions, and performance data within the CAFM system.
- Prepare monthly, quarterly, and annual Soft FM performance, compliance, and management reports.
- Support internal and external audits, inspections, and regulatory reviews by ensuring documentation readiness and accuracy.
- Assist with contract administration, including variations, claims, renewals, and service extensions.
- Support procurement activities by preparing purchase requisitions, assisting with supplier evaluations, and coordinating administrative documentation.
- Assist in budget monitoring, invoice verification, and reconciliation against contracted services and delivered performance.
- 02 years of experience in Soft Facilities Management.
- Experience working in complex or unique facilities such as museums, cultural institutions, hospitality, healthcare, or large public venues.
- Proven experience managing outsourced Soft FM service providers.
- Demonstrated experience in administration, reporting, and document control within FM operations.
- Bachelor's Degree in Facilities Management or a related discipline.
- FM-related certifications (IFMA, BIFM, IWFM, BICS or equivalent) are an advantage
