Admin / Facility Manager at Distritech Distribution Limited

Role Purpose

• The Admin & Facility Manager oversees all administrative operations, facility maintenance, and asset management across the organisation.
• The role ensures a safe, functional, and efficient working environment while maintaining accurate control and accountability for all administrative and facility-related assets.

Key Responsibilities
Administration & Office Management:

• Oversee general administrative functions across office locations.
• Develop and enforce office procedures, policies, and documentation.
• Supervise front desk operations, administrative staff, and logistics personnel.
• Manage supplies, consumables, and administrative procurement.
• Coordinate company-wide logistics, transport, and protocol arrangements.

Facility & Infrastructure Management:

• Ensure all facilities are fully functional, safe, and compliant with standards.
• Implement preventive and reactive maintenance schedules.
• Manage utilities such as power, HVAC, security systems, and building services.
• Liaise with landlords, government agencies, and maintenance contractors.
• Conduct periodic facility inspections with documented reports.

Asset Management:

• Maintain an updated asset register for all physical and administrative assets.
• Oversee the lifecycle of assets: acquisition, tagging, allocation, maintenance, and disposal.
• Implement asset tracking and accountability mechanisms across locations.
• Conduct periodic asset audits and reconciliation with Finance and IT units.
• Recommend asset renewal/replacement plans based on depreciation and usage.

Vendor & Contract Management:

• Source and evaluate administrative and facility vendors.
• Negotiate SLAs, track renewals, and enforce compliance.
• Monitor service delivery quality and escalate vendor underperformance.

Compliance, Safety & Regulatory:

• Ensure adherence to health, safety, and statutory facility regulations.
• Coordinate HSE checks and emergency readiness assessments.
• Maintain insurance and facility risk mitigation documentation.

Budgeting & Cost Control:

• Prepare and manage annual admin and facility budgets.
• Implement cost-saving initiatives through vendor optimization.
• Track expenses and prepare monthly/quarterly utilization reports.

Performance Metrics / KPIs

• Asset accuracy and documentation integrity (variance < 2%)
• Preventive maintenance adherence vs reactive breakdowns
• SLA compliance of admin and facility vendors
• Facility uptime and incident response time
• Cost efficiency and budget control
• Quality of administrative support and service delivery.

Qualifications & Experience

• BSc/HND in Business Administration, Estate/Facility Management, or related field.
• 5–7+ years proven experience in administration, facilities, and asset management.
• Experience managing multi-site assets and facilities is an advantage.
• HSE/IFMA facility or asset certifications are an added advantage.

Key Competencies:

• Strong planning and coordination capability
• Vendor and contract negotiation
• Asset accountability and documentation discipline
• Facility systems awareness (technical & operational)
• Risk management and compliance mindset
• Excellent reporting and stakeholder communication.