Internal Services Officer

Role Overview

The Internal Services Officer position involves oversight and coordination of various contractors and service providers to maintain optimal office operations and environment. This includes supervision of cleaning staff, management of office amenities, booking and preparation of meeting spaces, and administration of mailroom and courier services.

Key Responsibilities

• Oversee cleaning contractors and conduct daily inspections to ensure cleanliness and maintenance of the office environment and meeting rooms.
• Manage coffee/tea vending machines and water dispensers including coordinating refills, servicing, and evaluating contractor performance.
• Handle scheduling, setup, housekeeping, and technology readiness for all meeting rooms and shared facilities.
• Administer mailroom functions including managing courier contracts and ensuring timely handling of correspondence and parcels.
• Supervise gardening and grounds maintenance contractors to maintain the premises.
• Coordinate multiple service contractors such as catering vendors, mailroom, courier services, potable water suppliers, cleaning, and gardening teams.
• Monitor contractor performance against agreed Service Level Agreements to identify deficiencies and promptly initiate corrective measures.
• Collaborate with Health, Safety, and Environmental (HSE) representatives to ensure safety devices are installed and functioning at all event venues and verify contractor compliance with HSE standards before and during service delivery.
• Perform daily inspections to assess contractor service quality, address issues promptly, and uphold a professional office atmosphere.
• Prepare comprehensive monthly KPI reports covering internal service functions including helpdesk resolution, event delivery, contractor compliance, and budget management.
• Document and distribute reports and minutes from significant corporate events, maintaining records appropriately.
• Keep accurate and updated records for all services rendered, payments, contractor engagements, and event activities.
• Provide timely ad-hoc reports and briefings to management when necessary.

Qualifications and Experience

• Possesses an HND or Bachelor’s degree in Public Administration, Business Administration, Hospitality Management, or a related field.
• Has at least five years of experience in facilities or office administration, event management, or internal services within a large corporate or oil and gas setting.
• Proficient with computer applications including the MS Office Suite, reporting tools, and facilities or helpdesk management systems.
• Exhibits excellent communication and interpersonal skills, is customer-service oriented, responsive, and capable of interacting professionally with senior executives and external VIPs.
• Demonstrates strong organizational and multitasking skills to manage concurrent events and services without sacrificing quality.
• Understands company HSE standards and procedures, capable of enforcing compliance among contractors and event venues.
• Maintains high personal integrity in dealings with contractors and vendors and handles sensitive meetings and VIP information discreetly.