Admin and Facility In-charge

Position Summary

The Facilities Manager will be responsible for ensuring smooth and safe operations of the companys buildings and office spaces. This includes managing maintenance activities, supervising facilities staff, coordinating with vendors, and ensuring compliance with safety and regulatory standards. The role focuses on maintaining a well-functioning, secure, and efficient physical work environment.

Key Responsibilities

1. Facility Maintenance & Operations

• Manage the maintenance and repair of building systems such as HVAC, electrical, plumbing, and other infrastructure.
  
• Ensure facilities are safe, secure, and compliant with health, safety, and environmental regulations.
  
• Develop and implement preventive maintenance schedules to reduce breakdowns and extend the life of equipment.
  
• Coordinate and oversee contractors and vendors for repair, maintenance, and renovation work.
  

2. Budget Management

• Prepare and manage the facilities budget, including expense tracking and cost forecasting.
  
• Identify cost-saving opportunities without compromising service quality.
  
• Negotiate contracts with vendors and suppliers to secure cost-effective services.
  

3. Team Management

• Lead, guide, and supervise the facilities team to ensure efficient operations.
  
• Allocate tasks, monitor progress, and maintain high work standards.
  
• Provide training and support for staff development.
  

4. Space Planning & Management

• Plan and optimize the utilization of office space based on business requirements.
  
• Coordinate office relocations, renovations, and workspace reconfigurations.
  

5. Safety & Compliance

• Implement and enforce safety procedures in line with regulatory standards.
  
• Conduct routine safety inspections and organize emergency preparedness drills.
  
• Oversee energy-efficiency and sustainability initiatives such as waste management and resource conservation.
  

6. Vendor & Stakeholder Coordination

• Maintain effective working relationships with vendors, service providers, and internal stakeholders.
  
• Respond promptly to facility-related issues and ensure timely resolution.
  

7. Reporting & Documentation

• Maintain accurate records of maintenance activities, facility operations, and safety checks.
  
• Prepare periodic reports on facility performance, highlighting key metrics and improvement areas.
  

Qualifications

• Bachelors degree in Facilities Management, Engineering, Business Administration, or related field.
  
• Minimum 5 years of experience in facilities management or a similar role.
  
• Strong understanding of building systems, maintenance processes, and safety regulations.
  
• Proven experience in budgeting and vendor negotiation.
  
• Strong leadership, communication, and problem-solving skills.
  
• Proficiency in facilities management software.
  
• Professional certifications (e.g., IFMA CFM, FMP) are an added advantage.