Properties and Admin Manager at CIG Motor Ltd

Job Summary:

• To own, manage, and optimize all physical assets, facilities, administrative services, and IT service delivery across CIG Motors, ensuring operational continuity, cost efficiency, compliance, and service excellence.
• The role is accountable for ensuring that people can work, systems function, assets are protected, and operations run without disruption.

Key Responsibilities:
Properties & Facilities Management

• Manage all company properties including offices, showrooms, warehouses, workshops, yards, and staff accommodation.
• Oversee leases, renewals, exits, documentation, landlord relationships, and handovers.
• Ensure facilities meet brand standards, health & safety requirements, and regulatory obligations.
• Implement preventive and corrective maintenance programs to minimize downtime.

Asset Protection & Control

• Maintain a comprehensive asset register (buildings, fittings, generators, equipment, furniture, IT assets).
• Enforce controls to prevent loss, misuse, unauthorized access, or deterioration.
• Coordinate security services (guards, CCTV, access control) and manage incidents.

Administrative Management

• Oversee all administrative services, including:
  • Front office & office support
  • Stationery and office supplies
  • Travel and logistics coordination
  • Non-sales fleet coordination
  • Office housekeeping and general admin services
• Develop and enforce admin SOPs, approval workflows, and service standards.
• Supervise admin staff and outsourced service providers.

IT Service Management (Business Ownership)

(Non-technical oversight role)

• Act as the business owner for IT service delivery.
• Coordinate with internal IT teams and external vendors to ensure uptime of:
  • Internet and network connectivity
  • ERP / CRM access
  • Email systems
  • Printers, CCTV, access control systems
• Monitor IT service SLAs, incident resolution timelines, and escalations.
• Maintain IT asset registers (laptops, devices, access credentials).
• Support IT audits and access governance.

Operations & Service Continuity

• Ensure uninterrupted availability of power, water, internet, security, cleaning, and support services.
• Act as escalation point for facility, admin, or IT issues impacting operations.
• Support business continuity and emergency response planning.

Vendor & Contract Management

• Appoint, manage, and review vendors and service providers.
• Negotiate SLAs, pricing, and renewal terms.
• Track vendor performance against KPIs and enforce accountability.

Cost Control & Budget Management

• Prepare and manage properties, admin, and operations budgets.
• Track spend across rent, utilities, maintenance, security, fuel, admin, and IT services.
• Identify and implement cost optimization and savings initiatives.

Compliance, Risk & Governance

• Ensure compliance with lease terms, statutory requirements, safety standards, and internal policies.
• Support internal and external audits.
• Identify operational risks and implement mitigation plans.

Projects & Expansion Support

• Support new site acquisition, fit-outs, relocations, and closures.
• Coordinate contractors, timelines, budgets, and handovers.
• Ensure projects are delivered on time and within approved budgets.

Requirements

• Proven experience working with or within a facility management company, managing outsourced services and multi-site operations.
• Proven experience managing multiple properties, leases, vendors, and support services across different locations.
• Strong understanding of facilities operations, asset control, health & safety, and regulatory compliance.
• Experience overseeing administrative services and third-party service providers.
• Working knowledge of IT service delivery from a business perspective (IT assets, access control, service uptime, vendor coordination).
• Proven ability to manage budgets, control costs, and drive savings.
• Excellent problem-solving, coordination, and execution skills.