Administration and Facilities Manager

Company: Alpha Industries and Construction –

WebSite: Obour City, Cairo, Egypt

Job Description:**Formal Option:**

**Position Description:**

The **Operations and Facilities Manager** holds responsibility for the comprehensive oversight of daily operational activities pertaining to key administrative and facility functions within the organization. This encompasses the management of the security personnel, cafeteria and kitchen services, cleaning and housekeeping operations, administrative procurement processes, transportation services, and company vehicles, while ensuring strict adherence to all applicable governmental regulations. The role necessitates demonstrable leadership capabilities, exceptional organizational skills, and the capacity to effectively manage multiple tasks concurrently to facilitate seamless operations across diverse departments and functional areas, thereby cultivating a secure, efficient, and productive work environment.

**Principal Accountabilities:**

1. **Governmental Compliance and Regulatory Adherence:** Ensure the organization’s compliance with all relevant local, state, and federal statutes, including but not limited to health and safety mandates, labor laws, and other regulatory prerequisites. Manage the acquisition and submission of all necessary permits, licenses, and reports mandated by governmental authorities. Collaborate with legal and compliance teams to ensure organizational adherence to industry-specific regulations. Maintain current awareness of evolving legal and regulatory changes, ensuring alignment of company policies and operational practices.

2. **Cafeteria and Kitchen Management:** Supervise the daily operation of the cafeteria and kitchen facilities, ensuring adherence to stringent food safety, hygiene, and quality control standards. Manage kitchen personnel, ensuring compliance with health and safety guidelines and the efficient preparation of meals. Ensure adequate food inventory and procurement of kitchen supplies. Collaborate with the Human Resources Department to address employee concerns related to cafeteria services, including meal options and dietary accommodations. Coordinate with external catering vendors as required.

3. **Cleaning and Housekeeping Supervision:** Manage and supervise cleaning and janitorial staff to maintain the cleanliness and sanitation of all company facilities, including offices, restrooms, kitchens, and common areas. Ensure adherence to hygiene and safety standards by cleaning personnel, particularly in high-traffic areas such as cafeterias and restrooms. Oversee the implementation of routine cleaning schedules and the fulfillment of specialized cleaning requirements (e.g., post-event or deep cleaning). Manage vendor relationships for outsourced cleaning services, ensuring contract compliance and service quality.

4. **Administrative Procurement and Purchasing:** Oversee the procurement process for administrative supplies, including office materials, cleaning products, cafeteria provisions, and other essential resources. Review and approve purchase orders for administrative requisitions, ensuring timely fulfillment and adherence to budgetary guidelines. Collaborate closely with other departments to ascertain their needs and ensure the prompt and accurate processing of orders. Maintain relationships with vendors, negotiating contracts, and managing inventory levels to optimize supply chain efficiency.

5. **Transportation Services and Vehicle Management:** Oversee the management of company vehicles, ensuring proper maintenance and regular servicing. Supervise drivers, ensuring adherence to company policies, traffic regulations, and safety protocols. Track vehicle usage, fuel consumption, and maintenance schedules. Manage the processes of vehicle procurement, registration, insurance, and the resolution of any vehicle-related incidents or accidents.

6. **Vehicle Maintenance Coordination:** Ensure routine maintenance and timely repair of all company vehicles, including the scheduling of regular inspections, oil changes, and any necessary repairs. Maintain comprehensive records of vehicle condition, service history, and any issues requiring attention. Coordinate with external service providers for more extensive vehicle repairs as necessary.

7. **Security Administration:** Oversee and manage the security team responsible for safeguarding company premises. Ensure adherence to established security protocols, including access control, monitoring of security systems (CCTV), and implementation of emergency response plans. Conduct regular evaluations and updates of security procedures to meet evolving company needs and safety standards. Coordinate with external security services (if applicable) and maintain relationships with law enforcement agencies for any necessary support.

Skills: