Facility Supervisor/Admin at OptiHuman Consulting Limited

Our client is a provider of facility management, operations, and maintenance services.

As Facility Supervisor and Admin, you will be responsible for managing the day-to-day operations, maintenance, and safety of the various businesses/facilities while performing administrative tasks to support the organizational efficiency.

Administrative Management:

• Maintain and organize administrative records, such as contracts, invoices
• Develop and implement administrative policies and procedures to improve efficiency and compliance
• Supervise and lead staff (Facility Executives, office assistant, security & maintenance team to ensure high performance and adherence to safety protocol
• Provide high-level administrative support to clients, staff, and executives, including scheduling meetings and preparing reports.
• Manage office supplies inventory, placing orders, and ensuring cost-effectiveness.
• Prepare reports, presentations, and documentation for key stakeholders, both Internal and external clients.
• Monitor and manage administrative budgets and expenses.
• Ensure compliance with organizational polices and procedures.
• Regular interaction with clients on facility needs and ways for improvement

Fleet Management:

• Track and manage fleet-related expenses, including fuel, maintenance, repairs, licensing, and insurance, while staying within budget.
• Analyse fleet performance metrics (e.g, fuel efficiency, downtime) and recommend improvements to optimize operations
• Proper documentation- Keep track of vehicle record and maintenance history
• Coordinate and supervise regular maintenance, inspections, and repairs of fleet vehicles to ensure operational readiness and safety
• Monitor compliance with local, state, and federal transportation regulations
• Daily inspection of the cleanliness of the vehicles, both inward and outward

Facility Management & Maintenance:

• Develop and implement preventive maintenance schedules to minimize downtime and ensure operational efficiency, to extend equipment lifespan
• Monitor and manage facility budgets, including costs for repairs, utilities, and supplies
• Conduct regular facility inspections to identify maintenance needs and ensure compliance with environmental regulations and other regulatory matters.
• Oversee the overall office environment, ensuring it is clean, safe, and well-organized,
• Respond promptly to facility-related emergencies and coordinate effective resolution.
• Managed relationships with key vendors and service providers (Cleaning, security, HVAC, plumbing, electrical, etc.)
• Coordinate and oversee all maintenance, repairs, and renovations.
• Maintain an accurate record of maintenance activities, inspections, and inventory of facility supplies and equipment.
• Supervise and coordinate maintenance and repair activities for building systems, including HVAC, Plumbing, electrical, and structural components.
• Act as the primary liaison with landlords, clients by communicating their service charges when due monthly 

Health, Safety & Compliance:

• Serve as the primary point of contact for all health, safety, and environmental matters
• Promote a strong culture of safety among clients, employees, and vendors
• Develop and implement emergency preparedness and business continuity plans (e.g, evacuation, procedures, disaster recovery)
• Ensure compliance with health and safety regulations, conduct regular safety drills, and maintain first-aid supplies
• Coordinate all the regulatory matters for the operational efficiency to avoid fines, sanctions (e.g, utility bills,
• Ensure the quarterly fumigation processes are carried out as due

Vendor & Contract Management:

• Monitor vendor performance to ensure service level agreements (SLAs) are met and work is completed to a high standard and within budget
• Handle procurement of office supplies, equipment, and services, ensuring cost-effectiveness and inventory control
• Manage and coordinate with external vendors, contractors, and service providers for repairs, maintenance, and facility upgrades.
• Ensure Vendors go through the prequalification assessment before any services are deployed to them

Qualification/Requitements:

• Bachelor’s Degree in a related field
• A minimum of 5 years of relevant experience
• Excellent organizational and multitasking skills
• Proactive problem-saving and decision-making T
• Time management and prioritization
• Commitment to safety and regulatory compliance
• Effective communication and vendor negotiation abilities
• Strong knowledge of building systems and maintenance processes
• Strong communication and interpersonal skills
• Budget management and vendor negotiation skills
• Customer service orientation for internal and external stakeholders
• Analytical skills for performance monitoring and cost control
• Budget management and cost optimization skills
• Demonstrating a high level of patience, calmness, and positivity in the workspace
• Excellent work ethic with schedule flexibility determined by the business needs
• Ability to be decisive and proactively respond to unforeseen difficulties  
• Intermediate level with the use of Microsoft Office tools