Facility Manager

We are seeking an experienced and proactive Facility Manager with 5+ years of experience in facility operations, administration, vendor management, accommodation handling, transport coordination, and procurement activities. The ideal candidate will be responsible for ensuring smooth day-to-day facility operations, maintaining workplace standards, managing support services, and ensuring cost-effective administrative processes.

The candidate should possess strong organizational, communication, and problem-solving skills with the ability to manage multiple operational functions efficiently.

Key Responsibilities Facility & Office Management

• Oversee daily facility operations to ensure smooth functioning of office premises and company assets.
• Ensure office maintenance, cleanliness, security, utilities, and workplace safety standards are maintained.
• Coordinate preventive and corrective maintenance activities for electrical, plumbing, HVAC, generators, and office equipment.
• Manage office space allocation, seating arrangements, and workplace readiness.
• Ensure compliance with health, safety, and company policies.

Accommodation Management

• Manage employee accommodation arrangements including allocation, maintenance, and inspections.
• Coordinate with landlords, property agents, and service providers for lease agreements and accommodation issues.
• Ensure accommodations are maintained in a safe, hygienic, and comfortable condition.
• Handle accommodation-related complaints and resolve issues promptly.
• Maintain records of occupancy, rental agreements, utility bills, and renewals.

Procurement & Inventory

• Handle procurement of office supplies, facility equipment, and operational materials.
• Obtain quotations, compare prices, and negotiate with suppliers for cost-effective purchasing.
• Coordinate with internal departments to fulfill procurement requirements within timelines.
• Maintain inventory records and monitor stock levels of consumables and office supplies.
• Ensure timely purchase order processing and vendor payments coordination.

Vendor Management

• Identify, evaluate, and manage external vendors and service providers.
• Negotiate contracts and service agreements to ensure quality and cost efficiency.
• Monitor vendor performance and ensure SLA compliance.
• Coordinate with housekeeping, security, maintenance, transport, and catering vendors.
• Maintain proper vendor documentation, contracts, and payment records.

Petty Cash Management

• Maintain and manage petty cash transactions for administrative and facility-related expenses.
• Ensure proper documentation, approvals, and reconciliation of petty cash records.
• Prepare expense reports and coordinate with the finance department for reimbursements.
• Monitor expenses to ensure budget compliance and cost control.

Transport & Fleet Coordination

• Coordinate employee transportation and company vehicle scheduling.
• Monitor vehicle maintenance, fuel consumption, servicing, and insurance renewals.
• Ensure transport availability for official visits, airport pickups, and staff movement.
• Maintain transport logs, driver records, and vehicle utilization reports.
• Coordinate with transport vendors and drivers for smooth operations.

Administration & Compliance

• Maintain facility-related documentation, contracts, licenses, and compliance records.
• Support audits and inspections related to facility and administration functions.
• Develop and implement operational procedures to improve efficiency.
• Prepare administrative and facility management reports for management review.
• Assist management in budgeting and cost optimization initiatives.

Required Qualifications

• Bachelor’s degree in Business Administration, Facility Management, Operations Management, or related field.
• Minimum 5+ years of proven experience in facility and administration management.
• Experience in accommodation handling, procurement, transport coordination, and vendor management is mandatory.
• Strong knowledge of facility operations and administrative procedures.
• Proficiency in MS Office (Excel, Word, Outlook, PowerPoint).

Application Question(s):

• Are you comfortable working 6:00 PM - 3:00 AM?
• How many years of experience do you have as a Facility Manager?

Work Location: In person