Facilities And Administration Manager

Job Title: Facilities & Administration Manager

Department: Facilities & Admin

Work Set Up: Onsite

Reports To: COO

Job Summary

The Facilities and Administration Manager at Dermorepubliq is responsible for overseeing the infrastructure, safety, and operational efficiency of all company sites, including manufacturing plants and office spaces. This role ensures the maintenance, security, and compliance of facilities while optimizing resource allocation for cost efficiency. Additionally, the position manages supplies inventory, monitors usage, and ensures effective procurement and distribution processes. The role is also responsible for monitoring legal requirements and ensuring timely renewals of business permits, SEC registration, and other necessary licenses to maintain compliance and smooth operations. Furthermore, the manager will oversee equipment maintenance and disposal processes to ensure operational continuity and compliance with environmental regulations.

Key Responsibilities

Facilities Management:

• Oversee the maintenance, repair, and overall condition of company buildings, equipment, and infrastructure.
• Develop and implement preventive maintenance programs to ensure operational efficiency and safety.
• Ensure compliance with local safety regulations, fire codes, and environmental standards.
• Manage building security, including access control, CCTV monitoring, and emergency preparedness.
• Coordinate with external vendors and service providers for facility-related projects and repairs.
• Supervise equipment maintenance, including scheduling regular inspections and coordinating repairs.
• Manage equipment disposal processes in accordance with environmental and legal standards.
  
  
  

• Develop and enforce workplace safety policies and procedures.
• Conduct regular site inspections to identify and mitigate risks related to safety and infrastructure.
• Ensure compliance with occupational health and safety regulations, including GMP and FDA requirements.
• Oversee the emergency response plan and train employees on safety protocols.
• Monitor and ensure timely renewals of business permits, SEC registration, and other necessary licenses to maintain legal compliance.
• Ensure adherence to sustainability and environmental regulations, including waste management and energy efficiency programs.
  
  
  

• Oversee procurement, distribution, and inventory management of office and operational supplies.
• Implement cost-control measures to ensure efficient use of resources.
• Maintain accurate records of inventory levels and consumption trends.
• Develop supplier relationships to ensure the best pricing and quality for purchased materials.
• Work closely with the Finance team to align procurement processes with budgetary constraints.
  
  
  

• Manage the administrative functions related to facilities, including vendor contracts, lease agreements, and utility management.
• Ensure optimal office space utilization and support workplace enhancements.
• Develop and oversee policies related to office administration and facility usage.
• Lead a team of administrative staff, ensuring efficiency and productivity in facility-related tasks.
  
  
  

• Establish and maintain business continuity and disaster recovery plans for facilities.
• Coordinate emergency preparedness training and drills.
• Develop contingency plans for power outages, equipment failures, and other operational disruptions.
  
  
  

• Monitor and manage all facility-related legal requirements, including business permits, SEC registration, and other regulatory filings.
• Ensure timely renewal of required licenses and compliance with all applicable laws.
• Maintain records of legal documents related to facilities and administration operations.
  
  
  

• A bachelor's degree in Facilities Management, Engineering, Business Administration, or a related field is preferred but not required.
• Equivalent experience in facility operations, infrastructure management, or compliance oversight will be considered.
  
  
  

• Minimum of 5 years of experience in facilities management, administration, or a related role.
• Experience in overseeing infrastructure, safety, regulatory compliance, and procurement processes.
• Demonstrated experience managing vendors, contracts, and operational budgets.
• Experience implementing sustainability and energy efficiency programs is a plus.
  
  
  

• Strong knowledge of building maintenance, safety regulations, and cost-control strategies.
• Familiarity with regulatory compliance for facilities, including OSHA, GMP, FDA, and environmental requirements.
• Proficiency in facility management software and tools.
• Proficiency in MS Office and reporting tools.
  
  
  

• Strong leadership, organizational, and problem-solving abilities.
• High level of discretion, trustworthiness, and professionalism.
• Excellent multitasking skills and ability to prioritize tasks efficiently.
• Strong communication, negotiation, and stakeholder management skills.