Must have skills:
facilities management leadership
Qualifications
Experience
· 10+ years of experience in Facilities and Administration, or Operations management.
· Proven experience managing multi-site facilities and third-party vendors.
· Strong background in preventive maintenance, utilities management, and office operations.
· Experience in fast-growing or high-change environments is highly desirable.
Skills & Competencies
· Strong leadership and people management skills.
· Excellent vendor negotiation and contract management capability.
· High attention to detail with strong problem-solving skills.
· Ability to think strategically while executing operationally.
· Strong budgeting, cost control, and reporting skills.
· Clear, confident communication and escalation judgement.
Education
· Bachelor’s degree in Facilities Management, Engineering, or a related field.
· Relevant professional certifications are an added advantage.
Job role
Summary
The Head of Facilities & Administration is responsible for ensuring safe, reliable, cost-effective, and well-managed physical work environments and administrative services that enable business productivity and growth. The role provides strategic leadership over facilities, office operations, vendor management, travel, and general administration, with a strong focus on business continuity, service quality, and cost optimisation.
Facilities & Infrastructure Management
· Oversee day-to-day operation and maintenance of all offices and facilities across all our locations.
· Ensure uninterrupted utilities (power, water, internet, HVAC, security) with clear backup and escalation plans.
· Lead preventive maintenance planning for generators, power systems, and critical infrastructure.
· Develop and maintain business continuity and emergency response plans.
· Ensure facilities comply with health, safety, and regulatory requirements.
Vendor & Contract Management
· Select, onboard, and manage facilities, maintenance, cleaning, security, and utility vendors.
· Define service level agreements (SLAs) and performance metrics for all vendors.
· Conduct regular vendor performance reviews and enforce accountability.
· Lead vendor negotiations to optimise costs without compromising service quality.
· Investigate and resolve service failures, including root cause analysis and corrective actions.
Administration & Office Operations
· Oversee office administration, supplies, asset management, and space planning.
· Ensure offices are functional, professional, and aligned with company culture.
· Manage office moves, expansions, and new office setups as the business grows.
· Establish standard operating procedures (SOPs) for admin and facilities processes.
Fleet & Logistics Management
· Provide strategic oversight of the organisation’s fleet operations, ensuring availability, safety, and cost efficiency across all locations.
· Set and enforce fleet policies covering vehicle allocation, usage, maintenance, and compliance.
· Oversee fleet costs, vendors, and contracts, driving optimisation across fuel, maintenance, insurance, and leasing.
Oversee business travel and related logistics
· Ensure regulatory compliance, risk management, and reporting, including licensing, insurance, incidents, and performance metrics.
Financial Management & Cost Control
· Own the facilities and administration budget.
· Track spend against budget and provide regular cost and variance reports.
· Identify and deliver cost-saving initiatives through better planning and vendor management.
· Support procurement processes related to facilities and admin services.
Team Leadership & Capability Building
· Lead, coach, and develop the Facilities and Admin team.
· Set clear performance expectations and accountability standards.
· Build a proactive, service-oriented, and risk-aware team culture.
· Ensure adequate staffing levels to support current and future business needs.
Stakeholder Management & Reporting
· Act as the primary point of contact for facilities and admin matters across the business.
· Partner with HR, IT, Finance, and Operations to support workforce and business needs.
· Provide regular reports on facilities performance, risks, incidents, and improvement initiatives.
· Escalate risks proactively and recommend solutions to senior leadership.
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