Admin and Facilities Supervisor

Job Summary:

The Admin and Facilities Supervisor is responsible for overseeing daily administrative operations and ensuring the efficient management, maintenance, and safety of company facilities. This role ensures that the workplace is functional, compliant, and conducive to productivity.

Key Responsibilities:

Administrative Management

• Supervise day-to-day administrative operations and support services
• Manage office supplies, inventory, and vendor coordination
• Oversee document control, records management, and filing systems
• Ensure compliance with company policies and administrative procedures
• Assist in budget preparation and monitoring of admin-related expenses

Facilities Management

• Oversee maintenance, repairs, and overall upkeep of office facilities
• Coordinate with service providers (e.g., janitorial, security, utilities, maintenance)
• Ensure compliance with health, safety, and building regulations
• Conduct regular facility inspections and implement improvements
• Manage workspace allocation, office layout, and seating arrangements

Vendor & Contract Management

• Source, evaluate, and manage third-party vendors and service providers
• Monitor service level agreements (SLAs) and contract compliance
• Negotiate contracts and ensure cost-efficiency

Health, Safety & Security

• Implement and monitor workplace safety standards and protocols
• Ensure emergency preparedness (fire drills, evacuation plans, etc.)
• Coordinate with security for access control and incident management

Team Supervision

• Supervise administrative and facilities staff
• Assign tasks, monitor performance, and provide coaching
• Ensure proper scheduling and coverage for admin/facilities support

Reporting & Coordination

• Prepare reports on facility operations, incidents, and expenses
• Coordinate with HR, IT, and Operations for workplace needs
• Support company events, meetings, and office activities

Qualifications:

• Bachelor’s degree in Business Administration, Facilities Management, or related field
• At least 3–5 years of experience in administration or facilities management, with supervisory experience
• Strong organizational and leadership skills
• Knowledge of health and safety regulations
• Good communication and vendor management skills
• Proficient in MS Office or similar tools

Key Competencies:

• Problem-solving and decision-making
• Attention to detail
• Time and task management
• Leadership and interpersonal skills
• Cost and resource management