Facilities and Administration Coordinator

Role Overview

The Assistant Manager – Administration & Facilities will support the efficient management of office administration, facilities, and related services. The role includes overseeing day-to-day operations, managing budgets, handling Annual Maintenance Contracts (AMC), and providing technical support for facility-related systems.

Key Responsibilities

• Facilities Management
• Oversee the maintenance and upkeep of office premises, ensuring a safe, clean, and efficient working environment.
• Coordinate with vendors and service providers for facility management services (housekeeping, security, pantry, etc.).
• Monitor and ensure compliance with health, safety, and environmental regulations.
• Administration
• Manage office administrative functions including travel, stationery, courier, and front office operations.
• Supervise administrative staff and allocate tasks to ensure smooth workflow.
• Maintain records of assets, inventory, and administrative expenses.
• Budgeting & Cost Control
• Prepare and manage the annual budget for administration and facilities.
• Track expenditures and identify cost-saving opportunities.
• Provide periodic reports on budget utilization and variances.
• Annual Maintenance Contracts (AMC)
• Negotiate, finalize, and manage AMCs for office equipment, HVAC, electrical systems, and other critical infrastructure.
• Monitor AMC performance and ensure timely renewal and compliance.
• Liaise with vendors for preventive and corrective maintenance.
• Technical Support (Facilities)
• Oversee basic technical aspects of facility management, including electrical, plumbing, HVAC, and fire safety systems.
• Coordinate with IT and technical teams for facility-related requirements (access control, CCTV, etc.).
• Troubleshoot minor technical issues and escalate major concerns to relevant teams.
• Vendor Management
• Identify, evaluate, and onboard vendors for facility and administrative services.
• Ensure quality and timely delivery of services as per contract terms.
• Maintain vendor database and performance records.
• Compliance & Documentation
• Ensure all statutory and regulatory compliances related to facilities and administration.
• Maintain documentation for contracts, licenses, and permits.

Qualifications & Skills