Facilities and Admin Manager

Summary

• The Regional Facilities & Administration Manager provides end-to-end oversight of facilities, administration, and office infrastructure across multiple locations within an assigned region. 
• The role ensures that facilities are safe, functional, compliant, and efficiently managed, while providing consistent administrative support in line with Group standards. 
• This role serves as the primary regional point of accountability for workplace readiness, office operations, and facilities execution. 

Responsibilities
Regional leadership & oversight:

• Act as the regional lead for all facilities and administrative matters across covered locations. 
• Provide direction, coordination, and on-ground oversight for facilities and admin staff or service providers within the region. 
• Serve as the primary escalation point for facilities and office-related issues within the region. 

Facilities Operations:

• Oversee routine maintenance, repairs, and inspections across all regional locations. 
• Ensure offices, utilities, equipment, and common areas are fully operational at all times. 
• Maintain asset registers, maintenance schedules, and facilities documentation for the region. 
• Drive consistency in facilities standards across all covered locations. 
• Ensure the required facilities related documentation & processes are completed – licences, certifications, insurance etc. 
• Implement eco-friendly practices to reduce energy consumption and improve sustainability across facilities. 

Office Set up & Infrastructure Delivery:

• Manage office space sourcing, space planning, and optimizing workspace utilization for designated locations. 
• Lead the planning and execution of all office setups, fit-outs, refurbishments, and relocations within the assigned region. 
• Coordinate contractors, consultants, vendors, and internal stakeholders to deliver projects on time, within scope and budget. 
• Ensure all office setup and fit-out works comply with approved designs, safety standards, and Group specifications. 
• Track project progress, manage dependencies, and escalate risks or delays promptly. 
• Conduct handover inspections and ensure readiness for occupancy. 

Administration & Office Support:

• Oversee day-to-day administrative services including office supplies, logistics, and general office services. 
• Ensure a professional, functional, and employee-friendly office environment across the region. 
• Coordinate security & office support services in line with Group standards. 

Vendor & Contractor Management:

• Manage regional relationships with landlords, contractors, and service providers. 
• Monitor vendor performance against SLAs and quality expectations. 
• Validate service delivery and support invoice verification prior to submission. 

Health, Safety & Compliance:

• Ensure compliance with health, safety, fire, and regulatory requirements across all locations. 
• Conduct safety inspections and ensure issues are addressed promptly. 
• Support incident reporting and corrective action implementation. 

Reporting & Stakeholder Management:

• Provide regular reports on facilities operations, office setup projects, risks, and costs within the region. 
• Partner with HR, IT, Finance, and business leaders to support expansion and operational needs. 
• Escalate high-risk, high-cost, or strategic issues to the Head, Facilities & Administration. 

Fleet Management:

• Oversee the company’s fleet of vehicles across designated locations , ensuring timely servicing, maintenance, and repairs. 
• Implement vehicle safety policies, including accident reporting procedures and emergency response. 
• Coordinate vehicle allocation, scheduling, and usage tracking. 
• Maintain accurate fleet records including mileage, fuel usage, service history, and incident reports. 
• Monitor fleet-related costs and flag variances or inefficiencies. 
• Support investigation and reporting of vehicle incidents or accidents. 

Driver & Transport Coordination:

• Supervise company drivers, ensuring compliance with safety regulations and company policies. 
• Schedule and manage staff transportation services (for inter-branch travel, official assignments, or executive transport). 
• Organize facilitators for training on driver training on safety, defensive driving, and vehicle handling. 

Requirements
Educational Qualification and Experience:

• Bachelor’s Degree in Facilities Management, Estate Management, Engineering, Business Administration, or a related field. 
• Minimum of 6 years’ experience in facilities, administration, or office operations, including hands-on experience managing office setups or fit-outs. 
• Proven experience coordinating contractors and delivering infrastructure projects across multiple locations. 

Skills & Competencies:

• Strong project coordination and execution skills. 
• Ability to manage multiple locations and simultaneous workstreams. 
• Good understanding of office fit-out processes, timelines, and quality controls. 
• Strong vendor management and negotiation skills. 
• Financial awareness including budget tracking and cost control. 
• Clear communication and stakeholder management skills. 

Behaviours Attributes:

• Strong ownership and accountability for outcomes. 
• Execution-driven with a practical, solution-oriented mindset. 
• Detail-focused with the ability to manage complexity. 
• Calm, firm, and professional under pressure. 
• High integrity and reliability. 

Success Measures:

• Timely and quality delivery of all office setup and fit-out projects within the region. 
• Consistent facilities standards across all covered locations. 
• Minimal operational downtime due to facilities issues. 
• Positive feedback from internal stakeholders. 
• Effective vendor performance and cost control. 

Must have skills:

• Stakeholder Management
• Project coordination and execution
• Quality Control
• Vendor management
• Negotiation skill

Application Closing Date
Not Specified.

How to Apply
Interested and qualified candidates should:
Click here to apply online

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