Administration and Facilities Management Officer at Sendbox Software Technologies Limited

Job Description

• 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 for the company to operate efficiently.  
• The individual will be responsible for the operation and maintenance of the office buildings, hubs and other properties. 

Responsibilities

• 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.
• Plan, direct and co-ordinate all administrative and facility services such as parking, cleaning, waste disposal, maintenance, and security services.
• 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 
• Conduct regular facilities/office inspections and document reports.
• Oversee the payment of dues/subscriptions and renewals e.g. Internet, electricity bill etc.
• Keep records and service history of all company’s equipment; generators, air-conditioners, pumping machines, etc.
• Develop and implement cost reduction initiatives
• Make arrangements to purchase diesel at the re-order level.
• Manage and promptly attent to requests from all the hubs
• Manage the Administrative Staff – Office Assistants, Security Personnel, etc. 
• Undertake other duties as assigned

Skills and Qualifications

• Minimum of a bachelor’s degree in Facility Management, Estate Management, Engineering, Business Administration or other relevant fields
• Relevant professional qualification will be an added advantage
• Minimum of 2 years’ experience in Administration or Facility Management is required
• Sound knowledge of Health, Safety and Environment (HSE) regulations. 
• Well-versed in facility management best practices
• Proficiency in the use of MS applications including Word, Excel, and Outlook is required.
• Good interpersonal skills
• Financial aptitude and budgeting skills
• Excellent verbal and written communication skills
• High sense of responsibility, accountability and ethical standards.
• Planning and organizational skills
• Negotiation skills
• Ability to think through process and procedures
• People-management skills.
• Reporting skills