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.