Administrative Assistant at African Industries Group (AIG)

Job Summary

• The Manager is responsible for the effective management facilities, including maintenance, repairs, cleaning, day to day admin functions, purchases, protocol services, communications, guest house management and compliance with health and safety regulations.
• They should ensure that the building and all associated facilities are operational and meet the needs of employees, clients, and visitors.

Key Responsibilities
Operations and Maintenance:

• Oversee daily operations and maintenance of the facility, including HVAC, plumbing, electrical systems, and general repairs.
• Develop and implement preventive maintenance schedules and ensure regular inspections of facilities.

Vendor and Contractor Management:

• Coordinate with vendors and contractors for facility-related services, including cleaning, landscaping, waste management, and specialized repairs.
• Negotiate contracts, monitor performance, and manage budgets for facility services.

Safety and Compliance:

• Ensure compliance with health, safety, and environmental regulations, including building codes and OSHA requirements.
• Develop and implement safety programs, conduct regular safety audits, and manage emergency preparedness plans.

Space and Asset Management:

• Plan and allocate space for future growth, ensure efficient space utilization, and oversee office layout planning.
• Maintain records of all facility equipment, furniture, and assets, ensuring optimal use and timely replacements.

Budgeting and Cost Control:

• Develop and manage facility-related budgets, monitor expenses, and identify cost-saving opportunities.
• Prepare financial reports, forecasts, and track key performance indicators (KPIs) for facility operations.

Team Management:

• Supervise and lead a team of maintenance, custodial, and facility staff.
• Conduct training, manage schedules, and ensure staff follow company policies and standards.

Sustainability Initiatives:

• Promote and implement energy-saving initiatives and sustainable practices within the facility.
• Monitor energy usage, recommend eco-friendly alternatives, and track the progress of sustainability programs.

Customer Service and Communication:

• Act as a point of contact for facility-related issues, address occupant complaints, and provide timely resolutions.
• Communicate with all levels of management, ensuring a smooth flow of information regarding facility updates and policies.

Qualifications

• Bachelor’s Degree in Facility Management, Engineering, or a related field (preferred).
• 10+ years of experience in facility management, building maintenance, or related roles.
• Strong knowledge of building systems (HVAC, electrical, plumbing), safety regulations, and preventive maintenance practices.
• Excellent organizational, budgeting, and vendor management skills.
• Strong leadership, communication, and problem-solving abilities.
• Certification in facilities management (e.g., FMP, CFM) is a plus.

Key Competencies:

• Attention to detail and problem-solving
• Financial and budgeting acumen
• Ability to manage and prioritize multiple tasks
• Strong interpersonal and team leadership skills
• Proficiency in computer knowledge and facility related softwares.