Senior Administration & Facilities Specialist

  • Operations/Management
  • Egypt

Job Description :

Lead  departments of administration , local purchasing, facilities management, fleet managementAdministration:Create, implement, and revise an annual budget related to adminMake recommendations to improve service and ensure more efficient operation.Allocation of Security & Cleaning staff as per premises needsEnsuring 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 operationsManage 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 CarsManages 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 proceduresFollowing 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.

Job Requirements :

5-8 years of experienceExperience with administratio  and facilities&fleet management principlesProficient in MS OfficeCritical thinker and problem-solving skillsMales preferredTeam playerGood time-management skillsGreat interpersonal and communication skillsBSc/BA in business administration or relative field

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