Admin & Facilities Manager

• Bachelor's Degree in Business Administration, Facility Management, or a related field.
• Minimum of 5 years of experience in administrative roles, facility management, or related fields.
• Strong leadership abilities and experience supervising staff
• .Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office Suite and other office software applications
• .Knowledge of facility management best practices, building systems, and safety regulations.
• Ability to prioritize tasks, handle multiple projects simultaneously, and meet deadlines.
• Strong problem-solving skills and attention to detail.
• Customer service orientation and the ability to interact effectively with employees, vendors, and other stakeholders

Expected Behavioral Competencies:

• Resourcefulness, Dependability, Passion,
• Integrity, Promptness, Accountability,
• Image/brand representation of the company

• Bachelor's Degree in Business Administration, Facility Management, or a related field.
• Minimum of 5 years of experience in administrative roles, facility management, or related fields.
• Strong leadership abilities and experience supervising staff
• .Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office Suite and other office software applications
• .Knowledge of facility management best practices, building systems, and safety regulations.
• Ability to prioritize tasks, handle multiple projects simultaneously, and meet deadlines.
• Strong problem-solving skills and attention to detail.
• Customer service orientation and the ability to interact effectively with employees, vendors, and other stakeholders

Expected Behavioral Competencies:

• Resourcefulness, Dependability, Passion,
• Integrity, Promptness, Accountability,
• Image/brand representation of the company

Job Purpose

• The role encompasses overseeing administrative tasks and efficiently managing facility operations to ensure seamless functionality including a diverse set of responsibilities aimed at maximizing the performance of office facilities and meeting the needs of employees and stakeholders.

Roles and Duties
Administrative Functions:

• Supervise and coordinate administrative staff, ensuring that tasks are completed accurately and efficiently.
• Develop and implement administrative policies and procedures to streamline operations and enhance productivity
• .Manage office supplies, equipment, and facilities to ensure smooth day-to-day operations.Internal utility services management including, Water Supply, Fuel, Electricity etc
• .Manage Guest Houses, and arrange travel and accommodations for staff members as needed.
• Coordination of Food Vendors
• Ensure all electrical switches are off after close of busines.
• Maintain constant routine checks on all furniture and fittings
• Ensure the offices and environment are clean at all time
• Review utility consumption and strive to minimise costs
• Plan and coordinate all installations, renovations and refurbishments
• Inspect buildings’ structures to determine the need for repairs or renovations
• Ensure all administrative procedures and processes are properly documented and maintained.
• Assist in the planning and coordination of company events, meetings, and conference.

Facilities and Property Management:

• Conduct regular inspections to identify maintenance needs and address them promptly.
• Ensure compliance with safety and security standards in all facilities.
• Oversee the maintenance and management of company properties, including buildings, facilities, and equipment.
• Develop and implement maintenance schedules and protocols to ensure the safety, functionality, and cleanliness of facilities.
• Coordinate with external vendors and contractors for repairs, renovations, and facility upgrades.
• Manage leases, contracts, and agreements related to property and facilities.

Fleet and Operational Support:

• Maintain and manage the company's fleet of vehicles, including scheduling maintenance, repairs, and inspections.
• Coordinate vehicle assignments and ensure proper documentation and licensing as at when due.
• Provide operational support to various departments as needed, including logistical assistance and coordination.
• Maintain a comprehensive database for all vehicle document

Repairs and Maintenance Function:

• Coordinate and oversee repairs and maintenance tasks for all company assets, including facilities, equipment, and vehicles.
• Develop and implement preventive maintenance schedules to minimise downtime and extend the lifespan of assets.
• Manage inventory of spare parts and materials necessary for repairs and maintenance activities.

Reporting:

• Prepare regular reports on facility and property management activities, including maintenance schedules, expenses, and performance metrics.
• Analyse data and provide insights to improve efficiency and cost-effectiveness.
• Communicate findings and recommendations to relevant stakeholders.

Required Skills and Competencies:

• Ability to manage multiple responsibilities to completion with tight timelines
• Business planning and analysis
• Strong communication (verbal and written) skills
• People and time management
• Report writing and presentation
• Protection of Confidential Information
• MS Office Tools and Calendar Management
• Good negotiation skills
• Excellent relationship management skill.
• Problem solving ability
• Lateral thinking skills