Facilities and Admin Manager

Job Description:

• Manage third-party service providers and on-site personnel (i.e., housekeeping, security) to ensure effective execution of assigned duties.
• Oversee daily operations of the office, including facilities maintenance and office equipment maintenance for both Corporate Office and Warehouse
• Manage and track budgets for administrative and facility-related expenses, including office supplies, equipment, and repairs.
• Monitor inventory of office, pantry and housekeeping cleaning supplies; coordinate the purchase of new materials and equipment/s (IT and office) based on the budget allocation and specifications.
• Develop and implement policies and procedures to ensure efficient and effective administrative and facility management.
• Coordinate with vendors and service providers for office and IT equipment, supplies, and services
• Conduct regular facility inspections and maintenance checks to ensure a safe and functional working environment.
• Provide guidance and support to staff on administrative and facility-related matters.
• Identify and troubleshoot administrative and facility-related problems and recommend solutions.
• Oversee the planning and execution of special events, meetings, and conferences.
• Facilitate travel bookings (hotel and air travel) for all employees and third-party staffs.
• Submit monthly reports such as mobile payroll deduction, liquidation and inventory report.
• Process and file vendor payment requests; perform audit and reconciliations of payments to ensure accuracy and compliance with financial procedures.
• Manage Ad-hoc tasks from time to time as needed.

Profile:

• Graduate of any 4- year course.
• 7 to 10 years of experience as an Administration Manager
• Very good understanding of office management processes
• Experience with financial and facilities management principles
• Proficient in MS Office
• Critical thinker and problem-solving skills
• Good time-management and multi-tasking skills
• Great interpersonal and communication skills

Behavioral Competencies:

• Customer Focus - Listens to and demonstrates an understanding of customers- stated needs.
• Professional Entrepreneurship - Takes proactive and constructive action at work with little or no direction from others.
• Drive for Results - Seeks to understand the rationale for key decisions and understands implications for own role/ actions. Displays a sense of urgency to deliver outcomes as per stated timelines.
• Influence and Impact - Uses simple persuasion techniques to achieve the desired result / action / commitment from others.
• Quality Focus - Ensures adherence to quality standards in work/service delivery, identifies opportunities for improvement in routine course of work.