Job Responsibilities

Departmental Functions

• Track and monitor the job functions of off-site dedicated staff that directly impact the clients’ level of service delivery.
• Track services levels and initiate process improvement.
• Coordinate all coverage issues for self and on-site team as needed for site coverage.
• Monitor, review, and approve as necessary the work of heavy lift, transport and infrastructure contractors.
• Responsible for ensuring that all personnel in the group are aware of each project’s quality requirements.
• Maintain and monitor equipment records.
• Approve vehicle entry permit.
• Monitor day to day operations.
• Supervision of onsite operations
• Liaison with other stakeholders on equipment rental.
• Attend events ops meeting.
• Attend pre-conference meeting.
• Handle/operate high reach equipment.
• Handle/operate forklifts.
• To ensure all equipment maintenance schedule is diligently follow up.
• To ensure MOM recertification for equipment to be renew without any delay/issues.
• Assist Logistics team to open/ close air walls when required.
• Stuffing/unstuffing of containers.
• Check for any illegal storage in halls.
• Manage loading/unloading docks.
• To provide briefing to contractors accessing property for event set up and tear down.
• Check for any illegal storage in MICE.
• Liaising with Facilities team for removal/installation of lifts padding and switching on/off of hall lightings for events.
• Assist Waste Management Operations team in supervision of the cleanliness at MICE.
• Assist Waste Management Operations team with dilapidation of events.
• Assist Mail & Package Operations team with deliveries.
• Manage lift holdings for VIPs/artiste.
• Assist Waste Management Operations team with dilapidation of events.
• Assist Mail & Package Operations team with deliveries after operating hours.
• Assist Workplace Safety & Health team with reporting of any safety violations in MICE.
• Attend to any medical or non-medical cases within MICE.
• Assisting with difficult/intoxicated guests in MICE.
• Reporting of unusual happenings in MICE to SOC. Example: unattended bags, suspicious behavior in property, theft & fights.
• Assisting with guest with directions to popular tourist attractions.
• In time of crisis (Covid-19, SARS), to be on standby for activation.

Reports Updating

• To set realistic KPIs for the team and assist to achieve the goals.
• Updating of expenses & revenue spreadsheet.
• Ensure the accuracy of event planning reports, monthly summary, check book and other relevant updates for the department.
• Monitor TM performances by periodically sharing objectives and performance reviews by conducting weekly performance reviews.
• Updating of team member leave record, lateness record spreadsheet and team member report card. Maintain TMs attendance register. Manage leave planning to ensure smooth team member deployment throughout the year.
• Assign team members to participate in Corporate Social Responsibility (CSR) and Eco 360 events in the absence of immediate manager. Update participation for ISO Action Plan.
• Ensure team members clock their sustainability actions. Update participation for ISO Action Plan.
• Updating of ISO folder and training calendar in the absence of immediate manager.
• Conduct quarterly one-on-one sessions with the team to encourage team member engagement in the absence of immediate manager.
• Identify and groom potential team members for succession planning.
• Organize team building events for the team.
• Ensure that TMs provide ideas and/or suggestion for improvement of the work area or process.
• Preparing of quarterly review slides and presentation.
• Updating of team members attendance and temperature log sheet.

Overtime Reporting

• Understand overtime policy.
• Raise overtime payout in the absence of immediate manager.
• Raise payroll correction request form when necessary in the absence of immediate manager.

Standard Operating Procedures & Training Manual

• Observe department’s standard operating procedures, evaluate current procedures, and conduct yearly reviews in the absence of immediate manager.
• To review department’s Standard Operating Procedures and Training Manual on a yearly basis in the absence of immediate manager.
• Create Standard Operating Procedures (SOP) and to update SOP and training manual when necessary in the absence of immediate manager.

Departmental Training

• Assign team members for relevant trainings to upgrade their skills whenever required.
• Assign team members for cross training to increase team’s productivity and efficiency hence enabling the teams to be cross-functional.
• Ensure team members are equipped with the knowledge of equipment handling
• Ensure to be prepared to train new TMs.
• Conduct quarterly training for team.

Monthly Rostering & Leave Request

• Assign team members for relevant trainings to upgrade their skills whenever required.
• Assign team members for cross training to increase team’s productivity and efficiency hence enabling the teams to be cross-functional.
• Ensure team members are equipped with the knowledge of equipment handling
• Ensure to be prepared to train new TMs.
• Conduct quarterly training for team.

Others

• Ensure all team members adhere to the standard operating procedures and policies.
• Ensure all information from the management level are disseminated to the team.
• Ensure that new team members become familiar with services and facilities.
• To observe all measures in place. Supervision of team members to ensure that proficiency is maintained, and that everyone is updated on operational changes in a timely manner.
• Work closely with the team to provide support and identify solutions to resolve any problems. Address and find solution to TM issues.
• Maintain the highest standard of service to provide customer satisfaction and the best possible customer experience.
• Ensure that excellent service is provided to customers in a prompt, friendly and courteous manner.
• Able to handle customer requests tactfully, including offering alternative solutions to customers when services requested are not available.
• To work towards the company mission and vision, to meet customer satisfaction and exceed expectations each and every time for return patronage.
• Always strive to meet and exceed customers’ expectations and satisfaction with prompt and reliable services.
• Handle dissatisfied customers and rectify their complaints in order to satisfy their needs.
• To be receptive to customers’ feedback with due patience and diligence. 
• Monitor day to day operations of the team.
• Conduct weekly department meetings and other team related meetings in the absence of immediate manager.
• Ensure the team members maintain an updated inventory of all items related to the centre / warehouse and requisition of materials in a timely manner in the absence of immediate manager.
• Ensure proper functioning of various communications with other Divisions and Departments.
• Ensure all purchases and requisitions are in order (via department administrator) in the absence of immediate manager.
• Auditing’s of team’s paperwork and submission.
• Perform any other duties as assigned by the head of department.

Job Requirements

Education & Certification

• Certificate in Safety preferred.
• Valid forklift driver and high reach equipment license is a must.

Experience

• Minimum not less than five years with three years previous supervisory / management experience in on-site operations logistics for exhibitions.
• Good safety track record in handling heavy exhibits preferred.

Other Prerequisites

• Able to work with minimum supervision.
• Able to multi-tasks and work under pressure.
• Get along with fellow team members/other departments and work as a team.
• Willing to work any day of the week and any shift, long hours when necessary.
• Positive attitude, self-motivated with lots of initiative.
• Possess excellent interpersonal, customer services and communication skills.
• Meet the attendance guidelines of the job and adhere to departmental and company policies.
• Work with internal management and team members, as well as outside support, to develop and maintain a continuing atmosphere of peak comfort and safety.
• Able to interact and communicate with all levels of staff and management.
• Able to respond immediately to all emergency situations and calls.
• Respond calmly and make rational decisions, when handling conflicts.
• Familiar with all policies and procedures affecting the department.
• Mature disposition, and have a well-groomed, professional appearance.
• Team Member to be cross trained to assist other departments within Logistics and Business Services.
• Team member to be send for external/internal courses to upgrade.