Administrative Manager at Tokiye Integrated Medical Services

Role Summary

• The Administrative Manager is responsible for managing all administrative, facilities, and site support services for construction projects.
• The role ensures that project offices, site facilities, camps, and support infrastructure are efficiently managed, compliant with statutory and HSE requirements, and fully supportive of construction operations.
• The position requires proven experience working within a construction or engineering environment.

Key Responsibilities
Administrative Management:

• Manage all administrative functions supporting construction projects and site operations.
• Develop and implement administrative procedures aligned with project and corporate requirements.
• Provide administrative support to project management, construction, and engineering teams.

Facilities Administration / Site Facilities Management:

• Manage construction site facilities, including project offices, site camps, warehouses, and welfare facilities.
• Coordinate maintenance, repairs, and servicing of buildings, temporary structures, equipment, and utilities.
• Ensure adequate provision of power, water, sanitation, internet, and accommodation facilities at project sites.
• Supervise cleaning, security, waste management, and other site support services.
• Implement effective space planning for site offices and worker facilities.

Construction Site Support and Logistics:

• Coordinate site logistics such as access control, office setup, relocations, and demobilization activities.
• Support mobilization and demobilization of construction teams and site facilities.
• Coordinate travel, accommodation, and transportation for project staff and contractors.

Vendor, Contract, and Procurement Coordination:

• Manage service providers and subcontractors for facilities, security, cleaning, and maintenance services.
• Ensure vendors comply with contract terms, site rules, and HSE requirements.
• Support procurement processes for administrative and facilities-related goods and services.

Asset, Equipment, and Inventory Management:

• Maintain asset registers for site facilities, furniture, office equipment, and non-plant assets.
• Monitor use, maintenance, and condition of site assets and facilities.

HSE, Compliance, and Regulatory Support:

• Ensure site facilities comply with construction HSE standards and statutory regulations.
• Support HSE teams with documentation, permits, inductions, and site compliance requirements.
• Ensure proper welfare standards in line with labour laws and construction regulations.

Staff Supervision:

• Supervise administrative officers, site clerks, facility supervisors, and support staff.
• Monitor workloads and ensure effective staff deployment across construction sites.
• Conduct performance evaluations and recommend training as required.

Budget and Cost Control:

• Prepare and manage administrative and facilities budgets for construction projects.
• Monitor costs and implement cost-control measures aligned with project budgets.

Reporting and Coordination:

• Prepare regular administrative and facilities reports for project management.
• Liaise with engineers, construction managers, HSE officers, and external stakeholders on site support matters.

Qualifications and Experiences

• Bachelor’s degree in Business Administration, Public Administration, Facilities Management, Construction Management, or a related discipline.
• Minimum of10 years’ experience in administration and facilities management, with at least 3–5 years in a construction or engineering environment.
• Prior experience working on construction sites, project offices, or large infrastructure projects is mandatory.
• Professional certifications (e.g., NIM, IFMA, CIPM) are an advantage.

Skills and Competencies:

• Strong understanding of construction site operations and support requirements.
• Proven facilities and site administration management skills.
• Knowledge of construction HSE standards and statutory compliance.
• Strong vendor and contract coordination skills.
• Excellent organizational, leadership, and communication abilities.
• Ability to work effectively in a fast-paced, site-based environment.