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.