Senior Officer - Administration

Job Description

Senior Officer - Administration is responsible for overseeing the administrative and operational functions of the facilities team and to ensure the smooth running of building operations, maintenance, and support services, managing budgets, vendors, and ensuring compliance with health, safety, and environmental regulations.

Strategic

RESPONSIBILITIES

• Provide administrative support to senior management in the development, implementation, and evaluation of strategic initiatives.
• Assist in coordinating cross-departmental efforts to ensure strategic goals are achieved efficiently and effectively.
• Monitor progress on strategic projects and ensure that all administrative tasks are completed on time and within budget.
• Lead or participate in strategic projects, ensuring alignment with business objectives.
• Coordinate resources, timelines, and stakeholders to ensure projects are executed smoothly.
• Prepare and maintain project documentation, reports, and presentations for senior management.
• Track and report on project milestones and deliverables, making adjustments as necessary.
• Review and streamline administrative processes to enhance efficiency, reduce costs, and improve overall workflow.
• Implement best practices in administrative operations, ensuring high-quality outcomes and support for organizational strategies.
• Identify opportunities for automation and technology improvements to support strategic initiatives.
  
  

• Coordinate day-to-day administrative operations within the facilities management team.
• Organize and maintain records for building maintenance schedules, contracts, vendor agreements, and service reports.
• Ensure the accurate and timely processing of maintenance requests, repairs, and service calls.
• Support the preparation of monthly, quarterly, and annual reports on facilities operations.
• Manage vendor relationships, including scheduling, performance tracking, and ensuring the completion of tasks within contractual agreements.
• Assist in the procurement process for goods and services related to facility maintenance (e.g., cleaning supplies, equipment, and repair services)
• Prepare and maintain a database of contractors and vendors for various facility-related services.
• Assist in the evaluation and selection of new service providers and contractors.
• Monitor expenditures related to facility maintenance, ensuring compliance with allocated budgets.
• Track purchase orders, invoice processing, and ensure proper documentation for financial auditing.
• Prepare cost reports to identify areas for potential savings or resource optimization.
• Maintain up-to-date safety records, logs, and incident reports.
• Help schedule and track employee safety training sessions and emergency drills (e.g., fire, evacuation procedures).
• Assist in the preparation of reports on safety inspections, audits, and hazard assessments.
• Assist in Prepare reports for senior management on the status of facilities operations, maintenance activities, and budget usage.
• Maintain organized records of all facilities-related documentation, including contracts, service agreements, inspection reports, and safety audits.
• Assist with preparing and presenting presentations or reports for internal stakeholders on facilities performance.
  
  

• Lead, motivate, and manage a team of employees.
• Ensure team members meet performance expectations and goals.
• Provide regular feedback, coaching, and development opportunities.
• Handle performance issues, conduct one-on-one meetings, and facilitate team communication.
• Manage workloads and ensure the team works efficiently and collaboratively.
  
  

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• PREFERRED : Bachelors Degree in management or equivalent.
• MINIMUM :
  
  

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• PREFERRED : 2-4 years of relevant experience.
• MINIMUM :