Summary
The Regional Facilities & Administration Manager provides end-to-end oversight of facilities, administration, and office infrastructure across multiple locations within an assigned region. The role ensures that facilities are safe, functional, compliant, and efficiently managed, while providing consistent administrative support in line with Group standards.
This role serves as the primary regional point of accountability for workplace readiness, office operations, and facilities execution.
Regional leadership & oversight
- Act as the regional lead for all facilities and administrative matters across covered locations.
- Provide direction, coordination, and on-ground oversight for facilities and admin staff or service providers within the region.
- Serve as the primary escalation point for facilities and office-related issues within the region.
Facilities Operations
- Oversee routine maintenance, repairs, and inspections across all regional locations.
- Ensure offices, utilities, equipment, and common areas are fully operational at all times.
- Maintain asset registers, maintenance schedules, and facilities documentation for the region.
- Drive consistency in facilities standards across all covered locations.
- Ensure the required facilities related documentation & processes are completed – licences, certifications, insurance etc.
- Implement eco-friendly practices to reduce energy consumption and improve sustainability across facilities.
Office Set up & Infrastructure Delivery
- Manage office space sourcing, space planning, and optimizing workspace utilization for designated locations.
- Lead the planning and execution of all office setups, fit-outs, refurbishments, and relocations within the assigned region.
- Coordinate contractors, consultants, vendors, and internal stakeholders to deliver projects on time, within scope and budget.
- Ensure all office setup and fit-out works comply with approved designs, safety standards, and Group specifications.
- Track project progress, manage dependencies, and escalate risks or delays promptly.
- Conduct handover inspections and ensure readiness for occupancy.
Administration & Office Support
- Oversee day-to-day administrative services including office supplies, logistics, and general office services.
- Ensure a professional, functional, and employee-friendly office environment across the region.
- Coordinate security & office support services in line with Group standards.
Vendor & Contractor Management
- Manage regional relationships with landlords, contractors, and service providers.
- Monitor vendor performance against SLAs and quality expectations.
- Validate service delivery and support invoice verification prior to submission.
Health, Safety & Compliance
- Ensure compliance with health, safety, fire, and regulatory requirements across all locations.
- Conduct safety inspections and ensure issues are addressed promptly.
- Support incident reporting and corrective action implementation.
Reporting & Stakeholder Management
- Provide regular reports on facilities operations, office setup projects, risks, and costs within the region.
- Partner with HR, IT, Finance, and business leaders to support expansion and operational needs.
- Escalate high-risk, high-cost, or strategic issues to the Head, Facilities & Administration.
Fleet Management
- Oversee the company’s fleet of vehicles across designated locations, ensuring timely servicing, maintenance, and repairs.
- Implement vehicle safety policies, including accident reporting procedures and emergency response.
- Coordinate vehicle allocation, scheduling, and usage tracking.
- Maintain accurate fleet records including mileage, fuel usage, service history, and incident reports.
- Monitor fleet-related costs and flag variances or inefficiencies.
- Support investigation and reporting of vehicle incidents or accidents.
Driver & Transport Coordination
- Supervise company drivers, ensuring compliance with safety regulations and company policies.
- Schedule and manage staff transportation services (for inter-branch travel, official assignments, or executive transport).
- Organize facilitators for training on driver training on safety, defensive driving, and vehicle handling.
EDUCATION & EXPERIENCE
- Bachelor’s degree in Facilities Management, Estate Management, Engineering, Business Administration, or a related field.
- Minimum of 6 years’ experience in facilities, administration, or office operations, including hands-on experience managing office setups or fit-outs.
- Proven experience coordinating contractors and delivering infrastructure projects across multiple locations.
SKILLS & COMPETENCIES
- Strong project coordination and execution skills.
- Ability to manage multiple locations and simultaneous workstreams.
- Good understanding of office fit-out processes, timelines, and quality controls.
- Strong vendor management and negotiation skills.
- Financial awareness including budget tracking and cost control.
- Clear communication and stakeholder management skills.
BEHAVIOURAL ATTRIBUTES
- Strong ownership and accountability for outcomes.
- Execution-driven with a practical, solution-oriented mindset.
- Detail-focused with the ability to manage complexity.
- Calm, firm, and professional under pressure.
- High integrity and reliability.
SUCCESS MEASURES
- Timely and quality delivery of all office setup and fit-out projects within the region.
- Consistent facilities standards across all covered locations.
- Minimal operational downtime due to facilities issues.
- Positive feedback from internal stakeholders.
- Effective vendor performance and cost control.
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