Manager Admin

Job Brief:

The Manager Administration is responsible for overseeing the day to day administrative operations of residential apartment buildings. This role ensures smooth functioning of building facilities, efficient coordination with technical teams, vendors, residents and timely resolution of all operational, maintenance and administrative matters. The position also ensures compliance with building policies, safety standards, and quality service delivery to residents.

Job Responsibilities:

• Oversee daily operations of residential buildings, including housekeeping, security, MEP (Electrical, Plumbing & Mechanical) services.
• Ensure preventive and corrective maintenance is carried out as per schedule.
• Monitor building equipment (lifts, generators, pumps, ACs, firefighting systems) and coordinate repairs with concerned teams.
• Regular inspection of common areas to ensure cleanliness, safety, and compliance with standards.
• Coordinate with engineering teams for resolving major technical issues.
• Manage administrative processes such as staff attendance, duty rosters, documentation and SOP implementation.
• Maintain records of utility consumption, maintenance logs and service requests.
• Ensure timely renewal utility contracts, SLAs’ agreements.
• Prepare and share monthly operational reports with management.
• Serve as the primary contact for residents for all facility related administrative issues.
• Handle and resolve resident complaints efficiently and professionally.
• Ensure proper communication of notices, maintenance schedules, and updates to residents.
• Organise building orientations, and awareness sessions when required.
• Supervise Front Desk management.
• Oversee procurement of services and materials in coordination with the supply chain.
• Supervise vendor performance and ensure compliance with agreed contracts and SLAs.
• Evaluate and recommend new vendors for maintenance and facility services.
• Verify and approve vendor invoices after inspection of completed work.
• Prepare annual maintenance and operational budgets for the building.
• Monitor expenses to ensure adherence to approved budgets.
• Control wastage, optimise resources and ensure cost effective operations.
• Ensure implementation of safety protocols, emergency procedures and fire safety compliance.
• Conduct regular safety audits of building premises.
• Maintain compliance with local municipal regulations and building authority requirements.
• Train staff on emergency response, safety guidelines and building protocols.
• Supervise housekeeping, security, support staff and maintenance teams.
• Conduct staff performance evaluations and recommend training programs.
• Prepare duty schedules and ensure proper staffing 24/7.

Job Requirements:

• Education: Bachelor’s degree in Business Administration, Facility Management, Engineering, or related field (Master’s preferred).
• Experience: 7 to 10 years of experience in administration or facility management, preferably in residential or commercial buildings.
• Location: Lahore
• Demonstrated strong leadership qualities with the ability to guide, motivate, and manage teams effectively to achieve operational goals.
• Possess excellent communication and interpersonal skills, enabling clear information flow, collaboration, and relationship-building across all levels.
• Well-versed in building operational systems including electrical, plumbing, HVAC/AC units, and firefighting mechanisms, ensuring safe and efficient facility performance.
• Skilled in analytical thinking with a proven capability in problem-solving, timely decision-making, and handling crises with composure and efficiency.
• Experienced in managing vendors and service contracts, ensuring quality standards, cost-effectiveness, and smooth coordination with external partners.
• Proficient in MS Office applications for reporting, documentation, presentations, and day-to-day administrative tasks.
• Strong customer service mindset, ensuring stakeholder satisfaction and timely resolution of concerns.
• Detail-oriented with excellent time management skills to prioritize tasks and deliver work within deadlines.
• Effective in negotiation and conflict resolution to maintain positive working relationships and secure favourable outcomes.
• Capable of performing efficiently under pressure and managing challenging situations without compromising quality.
• Highly organised with the ability to plan, streamline processes, and manage multiple responsibilities simultaneously.