Key Responsibilities
1. Facilities and Workplace Management
- Manage the day-to-day operations of company facilities, offices, and common areas.
- Ensure the workplace remains safe, compliant, functional, and conducive to employee productivity.
- Oversee maintenance, repairs, renovations, and preventive maintenance programs.
- Manage office space planning, workplace optimization, and office expansion projects.
- Ensure compliance with health, safety, environmental, and government regulations.
- Conduct regular facility inspections and address identified issues promptly.
- Lead emergency preparedness and business continuity-related facility requirements.
2. Fleet Management
- Oversee the company's fleet operations, including company-owned and leased vehicles.
- Monitor vehicle utilization, maintenance schedules, registrations, insurance, fuel consumption, and repair costs.
- Ensure compliance with transportation regulations and company vehicle policies.
- Coordinate vehicle assignments and optimize fleet efficiency.
- Analyze fleet performance and recommend cost-saving initiatives.
- Manage relationships with vehicle suppliers, leasing providers, repair shops, and fuel vendors.
- Investigate vehicle incidents and ensure timely reporting and resolution.
3. Mobile Phone and Telecommunications Management
- Administer corporate mobile phone plans, devices, and telecom accounts.
- Monitor and validate monthly mobile phone billing and telecom expenses.
- Ensure proper allocation and charging of telecommunications costs to departments.
- Manage mobile device inventory, issuance, replacement, and retrieval.
- Coordinate with telecom providers regarding contracts, billing discrepancies, and service improvements.
- Develop and enforce company policies on mobile phone usage and communications equipment.
4. Administrative Management
- Lead and manage the administrative support team.
- Establish and maintain effective administrative policies and procedures.
- Manage office supplies, equipment, furniture, and fixed assets.
- Oversee document control, records management, and administrative reporting.
- Ensure efficient management of company assets and facilities-related records.
- Support organizational events, meetings, and executive administrative requirements.
5. Vendor and Contract Management
- Source, negotiate, and manage contracts with facility service providers and vendors.
- Monitor vendor performance against service level agreements (SLAs).
- Ensure timely renewal of facilities-related contracts, leases, and service agreements.
- Evaluate vendor performance and identify opportunities for process and cost improvements.
6. Budget and Cost Control
- Prepare and manage annual budgets for administration, facilities, fleet, and telecommunications.
- Monitor expenses and identify opportunities for operational efficiencies and cost savings.
- Review and approve facility-related expenditures within authorized limits.
- Provide regular budget utilization and cost analysis reports to management.
7. Compliance, Risk, and Security Management
- Ensure compliance with company policies and applicable regulatory requirements.
- Coordinate workplace security measures, including access control and visitor management systems.
- Support internal and external audits related to facilities and administration.
- Identify operational risks and implement corrective and preventive actions.
Qualifications
Education
- Bachelor's Degree in Business Administration, Facilities Management, Engineering, Logistics, Supply Chain, or a related field.
- Master's degree is an advantage.
Experience
- Minimum of 7–10 years of progressive experience in Administration, Facilities Management, or Workplace Services.
- At least 3–5 years in a managerial role.
- Proven experience managing:
- Facilities and workplace operations
- Fleet management
- Mobile phone billing and telecommunications administration
- Vendor and contract management
- Budget planning and cost control
Skills and Competencies
- Strong leadership and people management skills.
- Excellent organizational and project management capabilities.
- Knowledge of facilities maintenance and workplace operations.
- Strong negotiation and vendor management skills.
- Financial acumen and budget management expertise.
- Excellent problem-solving and decision-making abilities.
- Strong communication and stakeholder management skills.
- Proficiency in Microsoft Office and facilities/fleet management systems.
