Facilities Administrator

Responsibilities:

Reporting

• Prepare and submit regular facility operation reports to management.
• Track and report key facility metrics.
• Maintain incident and service request logs for audit and review purposes.
• Provide updates on compliance with safety, health, and environmental regulations.

Stakeholder Management

• Serve as the main point of contact for internal departments regarding facility needs.
• Coordinate with employees to address workspace concerns and requests.
• Liaise with building management for shared facility issues and updates.
• Ensure all stakeholders are informed of facility-related activities and schedules.

Vendor Management

• Manage contracts and service agreements with external vendors
• Monitor vendor performance and ensure service delivery meets agreed standards.
• Schedule and coordinate routine and emergency maintenance with service providers.
• Review and approve vendor invoices and service reports.

Administrative Tasks

• Maintain and update facility documentation and records.
• Coordinate facility access passes, keys, and security systems for staff and visitors.
• Manage procurement of office and facility supplies.
• Ensure compliance with administrative policies and procedures.

Meetings

• Organize and participate in facility-related meetings with internal teams and external vendors.
• Record and distribute meeting minutes and action points.
• Follow up on tasks and resolutions discussed during meetings.
• Assist in preparing presentation materials for management reviews or planning sessions.

Improvement Reviews

• Conduct regular facility inspections and audits to identify areas for improvement.
• Recommend and implement facility upgrades, layout changes, or efficiency improvements.
• Support sustainability initiatives and cost-saving measures.
• Evaluate feedback from users to enhance facility operations and services.

Revenue Improvement

• Support marketing efforts for rentable spaces or services within the facility (e.g., event halls, co-working areas).
• Collaborate with finance and operations teams to align facility functions with revenue goals.

Requirements:

• Candidates should have at least GCE O Level certificate with 3 years of experience in Facilities Management.
• Excellent client management skills in a corporate environment and a strong team player.
• Proactive and independent.
• Dynamic and multi-tasking capabilities.