Expires 2 weeks from now
Admin Officer (External)
full-time
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Job Summary
The Admin and Facility Management Officer will be responsible for overseeing administrative operations and ensuring the effective management and maintenance of the organization’s facilities. The role ensures that office operations run smoothly, facilities are properly maintained, and administrative systems support overall organizational efficiency and productivity.
Job Details
Administrative Operations
- Manage day-to-day administrative activities to ensure smooth office operations.
- Maintain office records, documents, and filing systems.
- Coordinate office supplies procurement and ensure adequate inventory levels.
- Provide administrative support to various departments as required.
- Coordinate meetings, appointments, and internal communications.
Facility Management
- Oversee the maintenance and upkeep of office facilities, equipment, and workspaces.
- Coordinate repairs, servicing, and maintenance of office infrastructure.
- Ensure the office environment is safe, clean, and conducive for staff and visitors.
- Monitor facility-related expenses and maintain records of maintenance activities.
Vendor & Service Provider Management
- Liaise with external vendors and service providers for facility maintenance and office services.
- Manage service contracts and ensure vendors deliver services according to agreed standards.
- Process vendor documentation and support payment processes where necessary.
Asset & Inventory Management
- Maintain records of office assets, equipment, and furniture.
- Conduct periodic asset verification and inventory checks.
- Ensure proper allocation, tracking, and maintenance of organizational assets.
Health, Safety & Compliance
- Ensure compliance with workplace health and safety standards.
- Support the implementation of safety procedures and emergency preparedness plans.
- Ensure facilities comply with regulatory and organizational requirements.
General Administrative Support
- Support logistics arrangements for meetings, events, and official activities.
- Assist in coordinating office travel, accommodation, and logistics where required.
- Perform other administrative duties as assigned to support operational efficiency.
Requirements
Qualifications & Experience
- Bachelor’s degree in Business Administration, Management, or a related discipline.
- 2–4 years of relevant experience in administration or facility management.
- Professional certifications in administration or facility management are an added advantage.
Key Skills & Competencies
- Strong organizational and administrative skills.
- Good knowledge of facility management practices.
- Proficiency in Microsoft Office applications.
- Strong problem-solving and coordination abilities.
- High level of attention to detail.
- Good communication and interpersonal skills.
- Ability to manage multiple tasks and meet deadlines.
