SAMFEX for Administration
Great operations require more than great front-line execution — they require the administrative infrastructure to plan, procure, document, and govern the work. Contract management, supplier administration, purchasing approvals, compliance documentation, and multi-site reporting: these are the processes that sit behind every department and touch every function — in a hotel, an office building, an industrial plant, a housing facility, or a portfolio of sites across multiple countries. In most organisations, they are managed across a patchwork of disconnected tools, email chains, and shared drives. The inefficiency is invisible until a contract renews at the wrong rate, a supplier invoice cannot be matched, or a compliance audit reveals gaps in the documentation trail.
SAMFEX provides a core administration layer that connects the operational and managerial dimensions of running any property or facility. Contract management, procurement workflows, asset financial reporting, multi-property or multi-site governance, and configurable approval frameworks — all within the same platform your operational teams use every day. One system. One data environment. Full organisational control, whether you manage a single hotel, a facility campus, or an international portfolio.
Smart Auditor
Every operation carries audit obligations — brand standards, corporate compliance cycles, legal requirements, stock checks, room count verifications, inventory audits. SAMFEX Smart Auditor brings all of them into one managed framework: define your audit cycle, assign it to the relevant units, locations, or teams, and let the system distribute responsibilities, collect responses, and monitor completion. Auditors and respondents communicate directly through a built-in chat and comment feature, keeping every exchange documented within the audit record itself.
- Define audit cycles by brand, corporate, or legal requirement
- Distribute audits to units, locations, or individual teams
- Responsibility assignment and completion monitoring
- Built-in form with comments per audit item
- In-audit chat feature for auditor and respondent communication
- Applicable for compliance audits, inventory and stock checks, room count verifications, and more
- Multi-location and multi-property capable
Contacts
A centralised address book for all suppliers, contractors, service providers, and operational contacts — accessible across the platform and linked to contracts, assets, and work orders. From the engineering supplier of a hotel to the maintenance contractor of an industrial plant, direct dial from mobile keeps every communication fast and traceable.
- Address book
- Multiple contacts per address
- Activity tracking
- Direct dial from mobile
- Central management
Contract Administration
Supplier and service contracts stored, tracked, and managed within SAMFEX — with automated renewal and termination alerts, full history, and DMS-style document storage. Whether it is an FM service agreement for an office building, a maintenance contract for industrial equipment, or a supplier contract for a hotel group, no contract is overlooked and no renewal is missed.
- DMS style document storage
- Termination period alerts
- Renewal alerts
- History
Checklists
Fully customisable checklists for any operational purpose — duty manager rounds in a hotel, shift handovers in a warehouse, public area inspections in a shopping centre, hygiene rounds in a food production facility, or access control checks in a residential complex. Scheduled to mobile devices, tracked to completion, and linked to automated follow-up task creation.
- Versatile usage (duty, cleaning, hygiene, handover, shift, access control and more)
- QR secured
- Automated follow-up task creation
- Scheduler
- Permissions management
For security rounds, building inspections, electrical safety compliance documentation, and Lost & Found management, see the Security & Compliance section.