The General Services Coordinator is responsible for coordinating and managing general services activities across all functions of the organization to support efficient, safe, and cost-effective day-to-day operations. The role works closely with all departments to coordinate the provision of general services, including office facilities, transportation, cleaning, maintenance, office supplies, utilities, and other support services, in accordance with established organizational policies and procedures.
Key Roles and Responsibilities
General Administration and Office Management
- Coordinate Daily general service activities and ensure smooth office operations.
- Maintain office facilities, equipment, furniture, and common areas.
- Ensure that administrative support services are delivered efficiently and on time.
- Maintain proper records, service requests, contracts, and administrative documents.
- Coordinate meetings, office arrangements, and other logistical requirements.
Facilities and Maintenance Management
- Coordinate preventive maintenance and repair of office buildings, equipment, furniture, and utilities.
- Conduct regular inspections of office facilities to identify maintenance needs proactively.
- Oversee and follow up on building maintenance, contractors, and specialized service providers.
- Monitor electricity, water, internet, and other utility services.
- Ensure all facilities comply with applicable health, safety, and environmental regulations.
- Follow up with vehicle maintenance, contractors, and service providers.
Transport and Fleet Coordination
- Coordinate vehicle allocation, transportation requests, and official travel arrangements.
- Monitor vehicle maintenance, servicing, fuel consumption, insurance, and registration status.
- Ensure drivers strictly comply with organizational transport procedures and applicable traffic regulations.
- Maintain accurate vehicle logbooks, trip records, fuel tracking, and maintenance schedules.
- Monitor vehicle utilization and promote efficient use of transport resources.
Procurement and Inventory Support
- Coordinate requests for office supplies, stationery, cleaning materials, and other general service items.
- Monitor stock levels and arrange timely replenishment in accordance with procurement procedures.
- Maintain inventory records for office furniture, equipment, and other organizational assets.
- Coordinate with the procurement and finance departments regarding petty cash purchases, quotations, invoices, and payments.
- Ensure proper receipt, storage, issuance, and tracking of supplies and assets.
Managing Liaison Actives,
- Manage and coordinate Liaison Officer activities, ensuring effective communication and collaboration with government institutions, partner organizations, stakeholders, and other relevant entities.
- Oversee liaison operations, monitor follow-up actions, and ensure timely resolution of administrative and operational matters.
- Establish and maintain strong working relationships with relevant authorities and stakeholders to facilitate organizational operations and compliance with applicable regulations.
- Provide guidance and support to Liaison Officers, monitor their performance, and ensure timely reporting on liaison activities and outcomes.
Cleaning, and Workplace Safety
- Supervise or coordinate cleaning and sanitation services to maintain a clean and organized working environment.
- Coordinate access control arrangements with the responsible personnel.
- Report safety hazards, incidents, and facility-related risks to management.
- Promote proper waste management and compliance with workplace safety procedures.
Vendor and Contract Management
- Coordinate with suppliers, and other service providers.
- Monitor service quality, delivery timelines, and compliance with agreed contractual terms.
- Maintain service agreements, renewal schedules, and relevant documentation.
- Report service delivery issues and recommend corrective actions.
- Support cost-control initiatives and identify opportunities to improve service efficiency
Budget and Cost Control
- prepare and monitoring the general services budget.
- Track operational expenses related to utilities, transport, maintenance, cleaning, and supplies.
- Review service-related expenses and identify opportunities for cost savings.
- Ensure that expenditures are properly documented and processed in accordance with approved procedures.
Reporting and Coordination
- Prepare periodic reports on general services activities, expenses, maintenance, inventory, and transport.
- Coordinate with HR, Finance, and other departments to address operational needs.
- Respond to internal service requests and follow up on outstanding issues.
- Perform other related duties assigned by the supervisor.