Role Objectives:
The Head of Facilities and Administration is responsible for overseeing the day-to-day operations of facilities and administrative functions, ensuring a safe, efficient, and well-maintained work environment. This includes managing office administration, maintenance, security, and facility-related service requests and coordinating with external vendors and internal stakeholders.
Key Responsibilities:
Lead and manage the facilities and administration team to ensure smooth and efficient day-to-day operations, including maintenance, cleaning, safety, and security services.
Supervise and ensure the execution of preventive and corrective maintenance programs for critical building systems such as HVAC, electrical, plumbing, and fire safety.
Conduct regular inspections and audits to ensure facilities are safe, functional, and compliant with internal standards and regulatory requirements.
Manage relationships with vendors, contractors, and service providers; oversee contract negotiations, performance monitoring, and service quality.
Develop, monitor, and manage facilities and administrative budgets; identify cost-saving opportunities without compromising service quality.
Maintain accurate and up-to-date documentation, including maintenance logs, safety reports, inspection records, and compliance certificates.
Implement and enforce facility-related policies and procedures to promote operational excellence, efficiency, and workplace safety.
Provide strategic input and project oversight for office space planning, expansions, relocations, and renovation projects.
Ensure all facility operations comply with local laws, health and safety regulations, and organizational policies.
Collaborate with cross-functional teams (e.g., HR, IT, Security) to enhance the overall workplace environment and employee experience.
Qualifications & Skills:
Bachelor’s degree in Facilities Management, Engineering, Business Administration, or a related field.
Minimum of 7 years of progressive experience in facility management, including at least 3 years in a leadership or managerial role.
Demonstrated leadership capabilities with a proven track record of managing cross-functional teams and driving operational excellence.
Strong analytical and problem-solving skills with a proactive, hands-on approach to resolving issues.
In-depth knowledge of building systems (HVAC, electrical, plumbing, etc.), maintenance best practices, and regulatory compliance requirements.
Excellent communication, negotiation, and stakeholder management skills across all levels of the organization.
Proficient in Microsoft Office Suite and experienced with facility management systems and software.
Solid understanding of health, safety, and environmental regulations and standards.
Ability to manage multiple priorities, work under pressure, and deliver results in a fast-paced environment.
Strong financial acumen with experience in budgeting, cost control, and vendor contract management.
