Admin / Facility Officer at ExCare Services Ltd

Role Summary

The Admin & Facility Officer is responsible for overseeing the organisation’s administrative operations and ensuring that all facilities across branches are well maintained, safe, and fully functional. The role ensures efficient coordination and support of office operations, vendor services, facility maintenance, and support services required for smooth day-to-day operations.

The position plays a key role in maintaining a professional work environment, coordinating facility-related services, managing operational supplies, and ensuring compliance with company standards and regulatory requirements.

Key Responsibilities

• Coordinate day-to-day administrative activities to ensure smooth functioning of the office and pharmacy branches.
• Support the supervision and coordination of support staff, including janitors, security personnel, and office assistants, including monitoring attendance and work schedules.
• Monitor facility conditions across branches and coordinate maintenance, repairs, and inspections to ensure clean, safe, and functional work environments.
• Liaise with vendors and service providers such as cleaning companies, security services, and maintenance contractors to ensure services are delivered as scheduled.
• Assist with the procurement and monitoring of office and operational supplies, ensuring availability of materials required for daily operations.
• Coordinate weekly management meetings and general staff meetings, including preparing and circulating meeting minutes and follow-up action points.
• Maintain administrative records relating to facility operations, vendor services, and office activities.
• Support staff welfare coordination, interview logistics, and administrative arrangements for prospective candidates and new hires.
• Assist with monitoring compliance with workplace safety standards, company policies, and facility procedures.
• Provide administrative and logistical support to management and operational teams to ensure efficient branch operations.

Key Requirements

• HND / BSc in Business Administration, Facility Management, Public Administration, or a related discipline.
• 2–4 years relevant experience in administration, facility coordination, or operations support, preferably within a healthcare, retail, or multi-branch environment.
• Experience coordinating or working with support staff such as janitors, security personnel, and office assistants.
• Basic experience liaising with vendors and service providers for facility maintenance, cleaning, security, or office logistics.
• Strong organisational and coordination skills with the ability to manage multiple administrative tasks and support branch operations effectively.
• Good communication and documentation skills, including preparing reports, meeting minutes, and administrative records.
• High level of attention to detail, accountability, and problem-solving ability.
• Proficiency in Microsoft Office tools (Word, Excel, and email communication) and general administrative documentation systems