Site Services Manager

Job Description

Job Description:

Provides Safe Products and a Safe Workplace

• Role model the application of Mars safety standards in order to safeguard our associates and the assets we use.

• Role model the use and application of the Mars 5 Principle.

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The Site Services Manager is Accountable for:

¨ Coordinating all travel management activities for the Site Leadership Team

o Act as the designated travel co-ordinator for all group travel requirements of Site Leadership Team and implement all travel related procedures in line with the Mars travel policy

o Ensuring that all travel is registered on iJet as per the Mars Global Travel policy

o Co-ordinate all overseas visitor accommodation and travel requests to CHB

o Co-ordinate all visa applications, invitation letters and other miscellaneous travel requirements to CHB for visitors

o Visitor management in coordination with Site Director

¨ Associate related Engagement activity/ Events

o Support all celebrations needs ( LT Team Birthday, milestones achievement)

o Lead Be-Well initiatives on site and ensure maintenance of ‘Gold Standard’ and improvement to platinum standard

o Support site director for all communication events management

o Health center maintenance

o participating in canteen committee and ensure higher level of engagement thru Canteen audits, food quality surveys, menu enhancement etc

o participate/ lead all event management related to associate engagement

o new associates initial onboarding and factory processes orientation

¨ Coordinating all Site Security activities on site

o Ensure that the security agency is providing all security services in line with the contract and budget and raise to the Site Leadership Team any issues or gaps with the security services on site

o Immediately escalate all security events to the designated associates in the Site Leadership Team and have a monthly meeting with the security team lead to ensure close out of all events

o Work with the Security lead to ensure the facility CCTV system is operation as required and raise immediately to the Site Leadership Team any concerns that must be addressed

o Ensure site security team is following the contractor and visitor induction process

o Monitor use of company vehicles in line with established procedures

o Coordination of all security activities and request for special events, VIP visits, etc.

¨ Coordinating all contractor activities with Facility Management within the premises (except for factory area)

o Ensure that Functional Leads are allocating and utilizing the contractors in line with the plans and budget and raise to the Site Leadership Team any issues or gaps with the cleaning services on site

o Close coordination with cleaning service provider to ensure office, canteen, all locker rooms and all associate facilities are maintained to ensure the cleanliness of the areas to established standards

o Monitor the cleaning service contractor invoices on a monthly basis to ensure that all charges are in line with the agreed contract

o Coordination of all cleaning activities and request for special events, VIP visits, etc

o Ensure the facility Vendor manages facility (except production area) is well maintained from hygiene, 5S, cleanliness, Gardening and building & furniture upkeep

o Conduct monthly audit of all grounds with Site Leadership Team to monitor compliance to Mars standards and prepare feedback to Facility Management Vendor within the current meeting processes

o Ensure availability and management of uniforms are timely done.

o Coordinating all site uniforms and locker allocation requirements on site in line with Mars GMP standards

¨ Supervision of all Site Reception duties

o Direct supervision of reception contractor to ensure that we are providing reception services in line with the agreed protocols and address any issues or gaps in the reception services

¨ Coordinating all office and factory stationery requirements

o Manage consumption and timely supply of site stationery in line with budget

o Submit consumption report each period to each department

¨ Provide general administrative assistance to the Site Leadership Team

o Oversee maintenance of all meeting and training rooms on site to ensure they are maintained in line with Mars Office Standards

o Hold all associates responsible for maintaining the Mars Office Clean Desk requirements at all times.

o Oversee centralized filing system/room for CHB site

¨ Associates and Contractors Wellbeing initiatives

o End to end responsible for Health center maintenance with Doctor panel

o Shall organize yearly medical checkups for everyone at site and ensure the legal compliance

o Responsible to plan, lead and organize the wellbeing initiatives at site like be well initiatives, sports contractors engagement sessions etc…

o Lead to organize associate engagements sessions like festival celebrations, team events, AAD related events, birthday celebrations and any other celebrations related to campaigns, records and milestones

o Shall coordinate and organize necessary arrangements for site communications like associate conversation, supply connect, town halls and skip level interactions.

o Shall actively manage Ask me drive – Feedback, Suggestions and Escalations from associates to Site management

¨ 5. Scrap and Waste management:

o Site lead for end to end scrap and waste management execution process in Compliance to Legal requirements

o Responsible to coordinate with MGS to finalize legally approved vendor for different scrap handling and budget management

o Responsible to define the process flow and right scrap collection mechanism in the factory

o Shall coordinate with external vendors for scrap lifting on time and also the legal compliance

o Shall support HSE with scrap and waste management requirements related to externa and internal standards

o Responsible to comply with scrap reconciliation process

¨ Canteen Committee:

o Legal Compliance: Shall lead Canteen committee and will chair canteen committee meetings to discuss feedback on food and canteen related issues

o Food Safety Compliance: Audit food vendor facility to ensure safe food is supplied to MARS all times.

o Responsible to maintain in-house Safety and Quality control measures all times

o Responsible to adhere to all site specific GMP requirements

o Training of all canteen contractors, vendors on MARS…….

The key challenge of the position is to continuously improve administrative support functions provided to the CHB Site Leadership Team with a strong emphasis on achieving cost reduction and efficiency improvements.

This position description is to serve as a guide. It is intended to be flexible and will continue to evolve over time with business needs and demands and will be updated periodically and at the company’s discretion