Senior Specialist - Facility and Administrative

Job Purpose:


The Facility and Administrative Senior Specialist is responsible for ensuring that the organization’s facilities are well-maintained and that administrative functions operate smoothly. This role involves managing day-to-day facilities operations, coordinating maintenance and repair activities, overseeing safety protocols, and providing high-level administrative support. The specialist ensures optimal working conditions for employees and effective management of office resources, equipment, and supplies.


Key Responsibilities:


Facility Operations Oversight:

  • Manage daily facility operations, including office space, equipment, and utilities.
  • Oversee janitorial services, waste disposal, and cleanliness of the workplace to ensure a safe and clean environment.


Maintenance and Repairs:

  • Coordinate and schedule preventive maintenance and repairs for the office, buildings, and facilities equipment.
  • Liaise with external vendors, contractors, and service providers for facility-related needs, negotiating contracts, and ensuring timely service delivery.
  • Monitor and track maintenance costs and budgets, ensuring cost-effective management of facility resources.


Space Planning and Allocation:

  • Manage office space planning, including seating arrangements, workstation setups, and accommodation of new hires.
  • Oversee office relocations, expansions, or reconfigurations as required.
  • Conduct periodic assessments of space usage to optimize space allocation and promote efficient workflow.


Safety and Security:

  • Ensure compliance with building safety standards and government regulations.
  • Implement and enforce health, safety, and security protocols, including fire safety measures and evacuation plans.
  • Manage access control systems and monitor security operations to safeguard the premises and company assets.


Inventory Management:

  • Manage office supplies, furniture, and equipment inventory, ensuring timely procurement and restocking.
  • Maintain an accurate inventory of facilities assets, including tracking office supplies, equipment, and maintenance records.
  • Develop and enforce inventory control procedures to prevent shortages or excess supplies. Administrative Support:


Executive and Departmental Support:

  • Provide administrative support to senior management or department heads, including scheduling, meeting coordination, and travel arrangements.
  • Assist in the preparation of reports, presentations, and documentation as needed.
  • Manage executive calendars, coordinate internal and external meetings, and ensure appropriate communication flow. 7. Vendor and Service Provider Management:
  • Coordinate with vendors for office and facility-related purchases, ensuring competitive pricing and quality service.
  • Manage service contracts for facility management, cleaning services, and office equipment maintenance.
  • Track vendor performance and handle billing, payments, and contract renewals.


Project Coordination:

  • Lead or assist in office renovation, expansion, or move projects, ensuring minimal disruption to regular operations.
  • Coordinate logistics for company-wide events, including team-building activities, workshops, and conferences.
  • Manage the setup and arrangement of meeting rooms, audio-visual equipment, and catering services for events.


Process Improvement and Policy Development:

  • Review and improve administrative and facilities management processes to enhance efficiency and effectiveness.
  • Develop and implement policies related to facility use, safety, security, and administrative procedures.
  • Stay updated on best practices in facility management and administration to recommend improvements.


Qualification and Experience:

  • Bachelor’s degree in Business Administration, Facilities Management, or a related field preferred.
  • Minimum of 4 years of experience in facilities management, office administration, or a related field. Experience managing office spaces, coordinating vendors, and supporting executives is highly preferred.
تاريخ النشر: 20 ربيع الثاني 1446 - ٢٣ أكتوبر ٢٠٢٤
الناشر: LinkedIn
تاريخ النشر: 20 ربيع الثاني 1446 - ٢٣ أكتوبر ٢٠٢٤
الناشر: LinkedIn