Head, Facilities & Administration at Zedcrest Capital Limited

Summary

• The Head of Facilities & Administration is responsible for ensuring safe, reliable, cost-effective, and well-managed physical work environments and administrative services that enable business productivity and growth. The role provides strategic leadership over facilities, office operations, vendor management, travel, and general administration, with a strong focus on business continuity, service quality, and cost optimisation.

Facilities & Infrastructure Management

• Oversee day-to-day operation and maintenance of all offices and facilities across all our locations.
• Ensure uninterrupted utilities (power, water, internet, HVAC, security) with clear backup and escalation plans.
• Lead preventive maintenance planning for generators, power systems, and critical infrastructure.
• Develop and maintain business continuity and emergency response plans.
• Ensure facilities comply with health, safety, and regulatory requirements.

Vendor & Contract Management

• Select, onboard, and manage facilities, maintenance, cleaning, security, and utility vendors.
• Define service level agreements (SLAs) and performance metrics for all vendors.
• Conduct regular vendor performance reviews and enforce accountability.
• Lead vendor negotiations to optimise costs without compromising service quality.
• Investigate and resolve service failures, including root cause analysis and corrective actions.

Administration & Office Operations

• Oversee office administration, supplies, asset management, and space planning.
• Ensure offices are functional, professional, and aligned with company culture.
• Manage office moves, expansions, and new office setups as the business grows.
• Establish standard operating procedures (SOPs) for admin and facilities processes.

Fleet & Logistics Management

• Provide strategic oversight of the organisation’s fleet operations, ensuring availability, safety, and cost efficiency across all locations.
• Set and enforce fleet policies covering vehicle allocation, usage, maintenance, and compliance.
• Oversee fleet costs, vendors, and contracts, driving optimisation across fuel, maintenance, insurance, and leasing.
• Oversee business travel and related logistics
• Ensure regulatory compliance, risk management, and reporting, including licensing, insurance, incidents, and performance metrics.

Financial Management & Cost Control

• Own the facilities and administration budget.
• Track spend against budget and provide regular cost and variance reports.
• Identify and deliver cost-saving initiatives through better planning and vendor management.
• Support procurement processes related to facilities and admin services.

Team Leadership & Capability Building

• Lead, coach, and develop the Facilities and Admin team.
• Set clear performance expectations and accountability standards.
• Build a proactive, service-oriented, and risk-aware team culture.
• Ensure adequate staffing levels to support current and future business needs.

Stakeholder Management & Reporting

• Act as the primary point of contact for facilities and admin matters across the business.
• Partner with HR, IT, Finance, and Operations to support workforce and business needs.
• Provide regular reports on facilities performance, risks, incidents, and improvement initiatives.
• Escalate risks proactively and recommend solutions to senior leadership. 

Must have skills

• facilities management leadership

Qualifications

Experience

• 10+ years of experience in Facilities and Administration, or Operations management.
• Proven experience managing multi-site facilities and third-party vendors.
• Strong background in preventive maintenance, utilities management, and office operations.
• Experience in fast-growing or high-change environments is highly desirable.

Skills & Competencies

• Strong leadership and people management skills.
• Excellent vendor negotiation and contract management capability.
• High attention to detail with strong problem-solving skills.
• Ability to think strategically while executing operationally.
• Strong budgeting, cost control, and reporting skills.
• Clear, confident communication and escalation judgement.

Education

• Bachelor’s degree in Facilities Management, Engineering, or a related field.
• Relevant professional certifications are an added advantage.