Facility And Administration Manager

Job Purpose

Responsible for managing facilities, administrative operations, and support services to ensure a safe, efficient, and cost-effective work environment. Oversees maintenance, vendor management, procurement, budgets, and high-quality administrative services aligned with organizational goals.

Key Responsibilities

1. Facility Management & Operations

• Manage daily facility operations (HVAC, electrical, plumbing, elevators, building systems).
• Implement preventive/corrective maintenance plans and conduct inspections.
• Ensure health, safety, and environmental compliance.
• Manage space planning, office layouts, relocations, and renovations.
• Maintain asset registers and oversee emergency response plans and security systems.

2. Administration & Office Management

• Lead the admin team and front desk operations.
• Develop and maintain policies, procedures, and office systems.
• Manage office supplies, meetings, events, travel, and internal logistics.
• Serve as primary contact for administrative matters.

3. Procurement & Vendor Management

• Source, evaluate, and manage suppliers.
• Negotiate contracts and monitor vendor performance (SLA compliance).
• Approve expenditures within limits and identify cost-saving opportunities.

4. Budgeting & Financial Control

• Develop and manage annual budgets for facilities and admin operations.
• Monitor financial performance, maintain budget variance, and report to senior management.
• Achieve savings via effective vendor negotiation and cost optimization.

5. Leadership & Team Management

• Lead, coach, and develop the team.
• Set objectives and KPIs, monitor performance, and ensure accountability.
• Promote service excellence and continuous improvement.

6. Strategic & Continuous Improvement

• Drive sustainability initiatives (energy saving, waste reduction).
• Improve operational efficiency and advise management on facility risks and upgrades.

Qualifications

Education:

• Bachelor’s in Business Administration, Facilities Management, or related field (Master’s preferred).
• Facility Management certification is an advantage.

Experience:

• 7–10 years in Administration & Facility Management, with 3–5 years managerial experience.
• Hospitality industry experience preferred.

Skills & Competencies

• Facility maintenance systems, procurement, vendor management
• Budget planning & cost control, ERP systems (Odoo preferred), MS Office
• Leadership, strategic planning, problem-solving, communication, risk management

Key Performance Indicators (KPIs)

• 95% of maintenance requests resolved within SLA
• 100% health & safety compliance
• Budget variance within ±10%
• ≥10% annual savings through vendor negotiation
• ≥90% vendor SLA compliance
• Administrative requests responded within 24 hours
• Zero major safety incidents