Latest Jobs at Eta-Zuma Group W/A Limited

Job Purpose

• To oversee and manage all company facilities, including guest houses and office buildings, ensuring optimal functionality, efficiency, and safety.

Key Responsibilities

• Routine inspections of the company’s facilities, identifying maintenance needs and safety hazards.
• Coordinate with maintenance staff and external contractors to execute repairs, renovations, and preventive maintenance activities.
• Implement a proactive approach to facility upkeep to minimize downtime and maximize safety.
• Optimize the utilization of space within the company’s premises.
• Oversee the allocation of space for employees, new hires and events, ensuring seamless scheduling and resource allocation.
• Collaborate with security department to enhance security measures, access control, and surveillance systems.
• Identify, evaluate, and manage relationships with maintenance contractors, service providers, and suppliers.
• Implement an inventory management system to track and maintain supplies, equipment, and resources necessary for facility operations.
• Develop procurement plans to address facility-related needs and budget constraints, ensuring cost effectiveness and quality.
• Establish streamlined processes for documenting facility-related activities, including maintenance records, safety inspections, and inventory records.
• Maintain accurate and up-to-date documentation to support compliance and reporting requirements.
• Ensure compliance with health and safety regulations, building codes, and other relevant laws and standards.
• Conduct regular audits to assess and rectify any non-compliance issues, maintaining a hazard-free environment.
• Collaborate with cross-functional teams, including Operations and Administration, to ensure effective communication and coordination.
• Generate regular reports on facility performance, including maintenance activities, budget utilization, and resource allocation.

Qualifications and Experience

• Bachelor’s degree in Facilities Management, Engineering, Hospitality Management, or a related field.
• Minimum of 5 years of experience in facility management roles, preferably in hospitality or corporate settings.
• Certification in Facilities Management (CFM) or a related certification is preferred. (Added advantage)
• Proven track record of managing large-scale facilities, including guest houses and office buildings.

Key Competencies:
Technical Competencies:

• In-depth knowledge of facility management principles, including maintenance, repairs, and renovations.
• Understanding of building systems such as HVAC, plumbing, electrical, and fire safety systems.
• Proficiency in inventory control and management systems.
• Experience in procurement processes, vendor management, and contract negotiation.

Interpersonal and Communication Skills:

• Strong interpersonal and communication skills to interact effectively with diverse stakeholders, including employees, contractors, and vendors.
• Ability to identify and resolve facility-related issues promptly and efficiently.
• Strong decision-making skills to make informed choices regarding facility operations and maintenance.
• Ability to lead and motivate a team of maintenance staff and contractors.

Organizational and Planning Skills:

• Effective time management skills to prioritize tasks and meet deadlines.
• Strong organizational skills to plan and execute facility maintenance schedules and projects.
• Meticulous attention to detail to ensure accuracy in documentation and record-keeping.
• Knowledge of budgeting and financial management principles.

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Job Summary

• The Technical Services Admin Officer supports the documentation of the repairs and maintenance operations for all light vehicles, pool cars and executive management vehicles.
• The role focuses on organizing repair requests, tracking workshop activities, maintaining proper documentation and ensuring smooth coordination between drivers, workshops and the Technical Services department.

Key Responsibilities
Repair & Maintenance Coordination:

• Receive and log repair or maintenance requests for vehicles.
• Follow up with workshops on diagnosis, quotations, job progress and completion timelines.
• Ensure all repair jobs comply with approved standards and specifications.

Documentation & Record Keeping:

• Maintain updated records of all repairs carried out on each vehicle.
• File job cards, invoices, quotations and service reports for accountability.
• Track maintenance history and ensure every repair job is properly documented.

Invoice & Cost Tracking:

• Collect and verify workshop invoices, ensuring they match approved quotations and completed work.
• Track repair expenses and prepare a monthly report for the Executive Chairman’s approval.

Vehicle Inspection Support:

• Assist with pre-repair and post-repair inspections to confirm issues and verify completed work.
• Document findings and escalate unresolved defects or recurring issues.

Workshop & Vendor Liaison:

• Maintain regular communication with approved workshops and vendors.
• Follow up on spare parts availability, delivery timelines and job scheduling.

Administrative Support:

• Prepare weekly and monthly reports on repair activities, turnaround times and outstanding jobs.
• Draft internal memos, organize departmental records and support other operational tasks as required.

Qualifications & Experience

• Bachelor’s Degree in Mechanical / Automotive Technology, Engineering, Business Administration or a related field
• 1 - 3 years’ experience in a technical, automotive or administrative support role
• Experience working with workshops or repair service providers is an advantage

Key Competencies:

• Strong follow-up and coordination skills
• Good communication and interpersonal abilities
• Attention to detail and strong documentation habits
• Proficiency with Microsoft Excel and basic data tracking
• Ability to work calmly with drivers, technicians and external workshops
• Basic understanding of vehicle repairs or willingness to learn