Admin and Facility Officer at Elizabeth Maddeux

Description

• The Admin and Facility Officer will be responsible for overseeing the day-to-day administrative operations and facility management of the organization.
• This role ensures a safe, efficient, and well-maintained working environment while providing administrative support to enhance productivity and compliance within the pharmaceutical setting.

Key Responsibilities
Administrative Management:

• Manage day-to-day office administration and support services.
• Coordinate procurement of office supplies, consumables, and services.
• Maintain accurate records, files, and documentation in line with company and regulatory standards.
• Support internal communication and coordination across departments.

Facilities Management:

• Oversee maintenance of office buildings, warehouses, laboratories, utilities and other company facilities.
• Liaise with vendors, service providers, and contractors for repairs and maintenance.
• Monitor cleanliness, waste disposal, and pest control in line with pharmaceutical hygiene standards.

Health, Safety & Compliance:

• Ensure facilities comply with pharmaceutical industry standards, health and safety regulations, and company policies.
• Maintain records for audits, inspections, and compliance reviews.

Asset & Inventory Management:

• Maintain an up-to-date asset register for office and facility equipment.
• Track usage, maintenance schedules, and replacement needs.
• Ensure proper handling and storage of administrative assets.

Vendor & Cost Management:

• Monitor vendor performance and service-level compliance.
• Support cost control initiatives and budget tracking for administrative expenses.

Support to Management:

• Prepare reports on facility status, incidents, and maintenance activities.
• Support company events, meetings, and inspections.

Key Performance Indicators (KPIs)
Administrative Efficiency

• Timely availability of office supplies.
• Accuracy and completeness of administrative records.
• Turn around time for administrative requests.

Facilities & Maintenance:

• Percentage of maintenance issues resolved within SLA timelines.
• Facility downtime incidents (target: minimal or zero).
• Preventive maintenance schedule adherence.

Health, Safety & Compliance:

• Number of safety or compliance violations.
• Audit and inspection outcomes.
• Timely closure of corrective action items.

Vendor & Cost Management:

• Vendor performance ratings.
• Adherence to administrative and facilities budget.
• Cost savings achieved through negotiation or efficiency initiatives.

Asset Management:

• Accuracy of asset register.
• Reduction in asset loss or damage.
• Timely asset maintenance and replacement.

Qualifications & Experience

• Minimum of a Bachelor’s Degree or HND in Business Administration, Facilities Management, or a related field.
• 2 – 4 years relevant experience in administration or facility management.
• Prior experience in the pharmaceutical or regulated industry is an advantage.

Skills & Competencies:

• Strong organizational and multitasking skills.
• Good knowledge of facility management practices.
• Attention to detail and problem-solving ability.
• Excellent communication and interpersonal skills.
• Ability to work independently and collaboratively.
• Basic knowledge of health and safety regulations.
• Proficiency in Microsoft Office tools.