Facilities & Administration Manager at Mama Cass

Role Summary

• The Facilities & Administration Manager is responsible for the planning, coordination, and administrative control of all facilities, corporate services, and statutory obligations.
• The role ensures effective management of tenancy, bill payments, regulatory compliance, assets, and support services through structured planning, vendor coordination, and team oversight.
• This is a planning and administrative role, not execution-focused.

Key Responsibilities
Administration & Corporate Affairs:

• Manage all utility and statutory payments (electricity, water, government levies, etc.)
• Liaise with regulatory bodies and ensure full compliance
• Maintain and track all licenses, permits, and statutory records.

Tenancy Management:

• Oversee landlord and agent relationships
• Track lease terms, rent obligations, and tenancy compliance.

Facilities Planning & Asset Control:

• Develop maintenance plans and preventive schedules
• Maintain asset register and track repairs/replacements.

Vendor & Maintenance Oversight:

• Manage vendors and service providers
• Monitor maintenance activities and ensure timely delivery.

Supervision of Support Services:

• Oversee cleaning, maintenance, security, and logistics teams
• Ensure standards, schedules, and accountability.

Reporting & Cost Control:

• Track facility costs, payments, and budgets
• Provide regular reports on maintenance, compliance, and expenses.

Key KPIs

• Timely bill payments (no service disruption)
• Regulatory compliance status
• Effective tenancy management
• Preventive maintenance adherence
• Vendor performance
• Cost control vs budget.

Requirements

• Degree in Business Administration, Estate Management, or related fields
• 3-5 years of experience in facilities/admin management
• Strong coordination, compliance, and reporting skills.

Profile:

• Highly organized and detail-oriented
• Strong administrative and planning capability
• Proactive and accountable
• Effective in managing vendors and stakeholders.