Admin/Facilities Management Officer at Sendbox Software Technologies Limited

The Administration and Facilities Management Officer will act as the point of contact in providing and managing a broad range of services needed for the day-to-day activities in the organization in order for the company to operate efficiently. 

The individual will also be responsible for the operation and maintenance of the office buildings, hubs and other properties. He/She i will also ensure the effective functioning of the office by providing an efficient and safe working environment for employees and their activities using best business practices to manage resources, services and processes to meet the needs of the company.

He/she will be responsible for making sure that the company has the supplies and services it needs; managing office stock, budget preparation for office expenses, coordinating space allocation; examining energy consumption patterns, technology and office equipment usage, liaising with vendors and suppliers plan maintenance and the future replacement of equipment, such as computers, amongst other duties.

Job Responsiblities:

• Oversee inventory management - Monitor and document inventory of office supplies, identifying needs for office and hubs, cleaning and stationery, purchase of new materials with attention to budgetary constraints.

• Supervise and effectively coordinate projects – renovations, construction and cleaning.

• Plan, direct and co-ordinate all administrative and facility services such as parking, cleaning, waste disposal, maintenance, and security services.

• Conduct Project Risk Analysis prior to purchase/rental of properties

• Plan best allocation and utilization of space and resources for the office and its premises.

• Manage contractors and vendors’ relationships - Foster good relationships with vendors and contractors, negotiate prices, terms and conditions of service vendors, Prepare and review vendors/contractors contracts and follow up to ensure compliance, Verify that payments and invoicing match contract pricing, Check and verify completed works by contractors and vendors

• Manage asset documentations such as purchase agreements, closing statements, deeds and leases

• Ensure compliance with health and safety standards – Oversee and demonstrate the proper use of safety practices and ensure company standards and safety policies are upheld.

• Establish policies, procedures and work schedules for the department

• Develop and implement cost reduction initiatives 

• Conduct regular facilities/office inspections and document reports.

• Submit periodic reports on real estate assets (updates on construction/renovations, updates on rentals etc.) to management.

• Oversee the payment of dues/subscriptions and renewals e.g. vehicle papers, Internet, electricity bill etc.

• Keep records and service history of all company’s equipment; generators, air-conditioners, pumping machines, etc.

• Oversee projects, installations, renovations and refurbishment

• Develop and implement cost reduction initiatives

• Monitoring the maintenance of the generators  while also following up the Generator Servicing Company to stay true to their service level agreement. Make arrangements to purchase diesel at the re-order level

• General office duties like obtaining proforma invoices, making payments of utility bills, purchase of stationery etc.

• Supervises contractors for repairs, renovations and maintenance

• Undertake other duties as assigned

Qualification and Experience:

• Bachelors Degree in Facility Management, Estate Management, Engineering, Business Administration or other relevant fields

• Relevant professional qualification will be an added advantage

• 3 years’ experience in Administration, Project management or Facility Management is required

• Sound knowledge of Health, Safety and Environment (HSE) regulations. 

• In-depth knowledge of applicable property law, taxes, and financial statements.

• Well-versed in technical/engineering operations and facilities management best practices

• Proficiency in the use of MS applications including Word, Excel, and Outlook is required.

Required Skills:

• Good interpersonal skills

• Ability to coordinate, mediate and solve problems tactfully

• Financial aptitude and budgeting skills

• Excellent verbal and written communication skills

• Excellent leadership skills

• High sense of responsibility, accountability and ethical standards.

• Planning and organizational skills

• Negotiation skills

• Decision-making skills

• Reliable and self-motivated.

• Ability to think through process and procedures

• People-management skills.

• Reporting skills