Administration & Facilities Manager

• Lead  departments of administration , local purchasing, facilities management, fleet management

1. Administration:

• Create, implement, and revise an annual budget related to admin
• Make recommendations to improve service and ensure more efficient operation.
• Allocation of Security & Cleaning staff as per premises needs
• Ensuring the general maintenance and running of the company premises and equipment.
• Brief and communicate with external legal counsel as required.
• Strategically set department plan & budget and monitor its operations along the year to ensure proper control.
• Completely set and review department SOPs and work flow to ensure efficient work operations.
• Professionally manage the security operations including contracting, guard's selection, following pre-set policies…etc to ensure securing company premises.
• Distinctively Manage facilities and seating plan for new and current branches to ensure proper utilization of company premises.
• Selectively manage all negotiations and contract agreements for facilities and services to avail high standard service to the company premises.
• Passionately communicate with different departments to ensure achieving pre-set objectives and resolving escalated problems.

      2. Local Purchasing:

• Developing and implementing purchasing strategies.
• Managing daily purchasing activities.
• Managing supplier relations and negotiating contracts, prices, timelines, etc.
• Maintaining the supplier database, purchase records, and related documentation.
• Coordinating with inventory control to determine and manage inventory needs.
• Managing the maintenance of office/manufacturing equipment and machinery.
• Ensuring that all procured items meet the required quality standards and specifications.
• Preparing cost estimates and managing budgets.
• Working to improve purchasing systems and processes.

      3. Facilities management :

• Prepare budget/expenditure plans and cash flow for estate, facilities and administration.
• Manage office cars procurement, insurance, licensing, maintenance, schedules, and drivers.
• Manage and Follow up with the service & Security Manager for  the daily operations
• Manage and monitor facilities services including hard (building maintenance, electricity, and soft services (cleaning, catering, transportation, etc).
• Manage premises renovation projects including technical and financial aspects, and coordination with consultants, contractors, and local and global management teams.
• Oversee operational condition of office furniture and equipment, plan for replacements and disposals, and ensure appropriate authorizations has been received.
• Maintain office inventory of onsite assets & work of Art, their procurement, maintenance and disposal in accordance with policies and procedures

       4. Fleet Management :

• Create, develop and implement maintenance Policies and procedures.
• Coordinate, schedule, and audit vehicle maintenance repairs to include preventative, mechanical and electrical repair to Cars
• Manages and analyzes operation and maintenance costs for all fleet unites. .
• Prepare budget requests, maintains fleet maintenance budget, labor costs, and monitors budget expenditures.
• Create and implement Fleet plan and procedures
• Following up with GPS systems to monitor drivers and track vehicles in case of theft.
• Developing strategies for greater fuel efficiency.
• Maintaining detailed records of vehicle servicing and inspection.
• Scheduling regular vehicle maintenance to ensure operational efficiency.
• Ensuring strict servicing and maintenance times to minimize downtime and maintain schedules.
• Monitoring driver behavior and ensuring a high level of customer service.
• Analyzing data to increase business operational efficiency.