About the role
Our client is seeking an experienced and proactive Administrative & Facilities Manager to oversee the daily operations of the corporate office(s) and administrative functions. This role is the backbone of our workplace experience, ensuring that our physical assets are maintained to the highest standard while managing the financial aspects of the department.
The ideal candidate is a strategic thinker who can balance the tactical needs of building maintenance with the fiscal responsibility of budget management. You will be responsible for vendor negotiations, space planning, safety compliance, and administrative support, all while driving cost-efficiency.
Key Responsibilities
1. Facilities & Property Management
Property Oversight: Manage the day-to-day operations and maintenance of all company facilities (office spaces, warehouses, or retail locations).
Vendor Management: Source, negotiate, and manage contracts with third-party vendors (cleaning services, landscaping, security, construction, and IT infrastructure).
Health & Safety: Ensure compliance with local, state, and federal safety regulations (OSHA). Manage fire drills, emergency response plans, and ergonomic assessments.
Space Planning: Oversee office layouts, seating arrangements, and moves/adds/changes to optimize space utilization.
2. Budgeting & Financial Management
P&L Ownership: Develop, manage, and reconcile the annual Administrative and Facilities budget
Cost Control: Analyze expenditures to identify savings opportunities without compromising quality or safety.
Forecasting: Prepare monthly financial reports and forecasts for operational costs (utilities, maintenance, supplies).
Procurement: Approve purchase orders and manage the procurement of office supplies, equipment, and furniture.
3. Administrative Leadership
Team Management: Supervise administrative staff, receptionists, and facilities coordinators. Conduct performance reviews and provide training.
Policy Implementation: Develop and enforce office policies and procedures to ensure smooth workflow.
Event Support: Provide support for executive meetings, company events, and internal communications.
Travel & Logistics: Oversee corporate travel arrangements and catering/logistics for internal events.
Qualifications & Requirements
Bachelor’s degree in Business Administration, Facilities Management, Real Estate, or related field preferred.
Minimum of 10 years of experience in facilities management, office management, or property management.
Problem Solving: Ability to handle emergency repairs and logistical crises with composure.
Communication: Strong written and verbal communication skills.
Excellent management skills and flexible on work arrangement
For further details, please contact Vien Ng or send across your details to vn@charlottefrank.com
(Job Code: VN/79938)
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