The Facilities Supervisor is responsible for the end-to-end management of our BPO office environment. This role ensures the facility remains safe, secure, and fully operational in alignment with PCI DSS v4.0 standards and the established Operating Manual. You will oversee physical security, contractor management, staff transportation, and catering services to support a 24/7 high-performance BPO operation.
Responsibilities:
1. Physical Security & Access Control
- Enforcement: Oversee the daily enforcement of Physical Security Guidelines, ensuring all zones are accessed only by authorized personnel.
- Search & Compliance: Supervise security guards in performing mandatory bag checks and enforcing the "Prohibited & Controlled Items" list (e.g., managing the ban on personal phones in Production zones).
- Key Management: Maintain strict control over physical keys and support with locker assignments.
2. Facilities & Vendor Management
- Opening/Closing: Ensure the facility follows strict daily opening and closing procedures to maintain site integrity.
- Contractor Oversight: Act as the primary point of contact for all contractors (cleaning, pest control, maintenance), ensuring they are pre-registered, escorted in restricted zones, and follow work-order protocols.
- Catering Logistics: Coordinate with food vendors to ensure hygienic delivery and storage of meals across all shifts, monitoring the cleanliness of break-out and kitchen areas.
- Clean Desk Policy: Conduct periodic inspections to ensure adherence to Media, Document, and Clean Desk standards, reporting non-compliance to management.
3. Health, Safety & Emergency Response
- Emergency Readiness: Lead the coordination of quarterly fire and emergency drills, ensuring all marshals and first-aiders are trained and headcounts are accurately recorded
- Incident Reporting: Serve as the primary point of contact for escalating security or facility incidents, documenting root causes and corrective actions.
- Community Liaison: Manage and resolve neighbor-related complaints professionally, documenting all interactions and implementing preventive measures.
4. Transportation Coordination
- Route Management: Oversee daily staff transport scheduling, ensuring efficient route mapping and timely pick-ups/drop-offs for both day and night shifts.
- Vendor Performance: Monitor transport vendor adherence to safety regulations and professional conduct, reviewing trip logs for monthly cost control.
5. Facilities Maintenance
- Inspection: conduct periodic inspections of the premises to ensure all issues are proactively picked for resolution
- Schedule for reactive and planned preventative maintenance of critical installations.
Requirements
- Bachelor’s degree
- Proven experience in facilities or security management, preferably within a BPO or PCI-regulated environment
- Compliance Knowledge: Familiarity with Kenya’s Data Protection Act and Public Health Act regarding food handling.
- Ability to navigate and manage security systems (CCTV, Biometrics) and basic facility maintenance oversight.