Gladys Shane Romulo

• Provide first line contact for designated property maintenance requests for external tenants by answering phones and emails and responding to requests promptly
• Register, monitor and close maintenance requests on SAP (where applicable) / and on daily basis in excel database
• Providing effective response to customer maintenance requests (written and via phone) where applicable, and forward requests to relevant supplier and assigned Facility Engineers and coordinate as per SOPs
• Handling New AMC and renewal of existing AMC
• Preparing and handling government (RTA NOC) and 3rd party certifications (Lift/BMU/Water Analysis)
• Provide coordination between tenant and vendor to access unit and complete job
• Create customer service experience by providing exceptional service to all tenant requests
• Escalate any unresolved issues as per escalation matrix
• Follow up with suppliers and Facility Engineers and ensure repairs are completed in timely manner
• Coordinate and update Tenants on progression of repairs
• Coordinate with Facility Engineers and vendors on repair jobs pending quotation approval and keep Facility Engineers, suppliers and tenant informed at all times
• Prepare and share designated property, weekly log progress report including job status, and monthly MIS reports with Sr
• Facilities Executive
• Support Sr. Facilities Executive with improvement of SOPs on annual basis
• Maintains PPM schedule and coordinate with Facility Engineers and vendors to ensure PPM is carried on time
• Create service orders, service notification, purchase request, purchase order and upload all necessary documents including service reports and invoices in SAP
• Review quotations, check budget and seek approval from FM for all reactive maintenance jobs and planned maintenance jobs as per PP
• Keep Senior Facilities Executive informed of any pending approvals
• Keep records of all approved quotations and follow up with vendors on completed jobs and invoices for payments
• Retain Hard and Soft Copy and manage archiving system for all FM related documentation
• Review daily maintenance requests logs and update Senior Facilities Executive weekly
• Prepare tenant notices for scheduled maintenance work and liaise with relevant Property Executive to communicate with tenants.
• Negotiated with vendors to secure cost-effective pricing and terms for facility-related services and supplies.
• Maintained physical condition of facilities, applying available resources and personnel to achieve safe, clean, and functional environment.
• Built relationships with vendors and contractors to support timely and cost-effective services
• Directed the implementation of security measures to protect company assets and ensure a safe environment for employees
• Served as point of contact for internal and external customers seeking support and information
• Improved tenant satisfaction with prompt resolution of facility-related issues and open communication channels
• Managed and coordinated all facilities maintenance and repair projects within time and budget constraints
• Safeguarded building occupants by conducting routine safety inspections and addressing potential hazards proactively

• Working as Facility Coordinator in DIFC site reporting to Senior Manager, Manager
• Where HSE and other relevant maintenance are carried out with high priority
• Regular coordination with clients, subcontractors, suppliers and employees
• Assist Facilities Manager with development of scope and monitor implementation of contracts for maintenance of all facilities
• Technical support to operations personnel for planned and corrective maintenance of mechanical systems and equipment
• Daily monitoring of Service Request through Maximo System
• Coordinate and monitor assign task to technicians
• Complaints Handling (DIFC Business Partners)
• End to end PR process through Maximo and follow-up with Supply Chain Management Dept
• (from Commercial Evaluation to Purchase Order)
• Prepares Work Completion Report through Maximo system for Contractor service payment collection
• Making sure all Service requests are attended and completed on time in line with clients SLA requirements
• Monitoring, conducting all PPM in line with schedules and preparing reports
• Prepared weekly, monthly and yearly MEP reports.
• Assisted with day-to-day operations, working efficiently and productively with all team members.

• Applying Business Visa for external clients and other employees (Dubai, KSA, Qatar)
• Applying No Objection Letters for different visa application
• Doing the monthly statement of petty cash
• Requesting Salary Certificate to Immigration/for Alcohol License, Alcohol permit, and E-Gate card through DIFC Portal
• Purchasing pantry and washroom supplies
• Distributing Kanoo Invoices to respective assistants
• Ensuring payment for office document archiving on Crown Relocations
• Payment for Khaleej Times and Times magazine subscription
• Booking meeting rooms for external clients through EMS Booking, connecting and setting up Video conferences for other GS offices (London, Bangalore, NY, etc.)
• Operated multi-line telephone system to answer and direct high volume of calls.
• Answered phone promptly and directed incoming calls to correct offices.

Doing monthly report of leave status of each employee

• Requesting of Training Allowances, forwarded daily after training
• Registration of seafarers using BookingBug, as required for In-house training courses for each level (Management, Operational and Support) including full history checks of seafarers for any past training from records and any specific training requirements from Shipmate
• Preparing Payment Requisition, Cash Advance, Petty Cash and Liquidation form
• Distribution / Issue of WMTCP training certificates
• Scanning and uploading into Shipmate of all in-house training certificates
• Notifying and Forwarding of certificates to respective manning agents
• Administration of all cadets training records and entrance exams including IQ Tests, course related tests and Interviews
• Collection of cadet’s documents such as Seaman’s books, passports, previous college training certificates and transcript of records, once applicant passes examinations and interview
• Entering cadet records and information in ShipMate and ensure that WSM HK has all required updated cadet information at hand
• Maintaining Records of course Preliminary Exams and End of Course Tests
• Summarizing end of week test results and passing to Training Director
• Distributing evaluation forms to seafarers when courses are finished and arranging them to be signed by relevant instructors
• To inform seafarers regarding required courses for each level (Management, Operational and Support) by means of filling up endorsement form (usually from manning agents) as well as sending e- mails, and phone calls
• Furniture Inventory, to ensure that supplies inventories are updated.
• Evaluated success of training programs and recommended improvements to upper management to enhance effectiveness.
• Scheduled and coordinated training sessions, including booking facilities and arranging catering.