Admin. and Facility Co-ordinator at ShepherdHill Security

Job Summary

• He/she will be responsible for the provision of an efficient and safe working environment for employees and their activities by using best business practices to manage resources, services and processes to meet the needs of the company.
• Moreso, the job-holder will oversee the day to day operations in the offices and all other operational sites.

Job Responsibilities

• Manage all aspects of the office’s space / infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested.
• Inspect and monitor use of company facilities & assets in all our locations /region.
• Maintain office efficiency by maintaining appearance of common areas, organizing procedures, handling correspondence and overseeing supplies and equipment.
• Oversee the day-to-day activities of the office and keeping management informed of performance with routine and requested reporting.
• Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, mailing and shipping packages.
• Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs and maintain and manage vendors.
• Supervise the fleet management function (pool car drivers) to ensure that adequate transportation is provided for staff and for daily operations.
• Plan and review requests for vehicle maintenance and prepare vehicle maintenance schedule.
• Carry out vendor selection, manage data base/relationships with utility service providers for prompt provision of services
• Update facilities policy, procedures, processes and monitor adherence to all.
• Review and negotiate contract agreements for purchase requisitions in line with unit’s budget
• Develop and implement department’s annual budget while employing cost control methods
• Solicit and gather quotes, conduct analysis and comparison of quotes and process vendors’ invoices/bills for payment.
• Maintains records of inventory level, check periodically to determine needs and initiate actions to replenish stocks.
• Review & update processes and procedures for purchasing, storing and distributing consumables, stationery, utilities and physical assets
• Ensure finalization of all facility projects within timeline, budget & quality targets
• Manage refurbishment, renovations, building project and replenish office consumables
• Manage all auxiliary services such as cleaning, waste disposal, fumigation, generator maintenance, diesel, fuel and other utilities
• Manage all company’s assets, facilities and guest house/ residential apartments and entire facility across Nigeria
• Overseas operations, maintenance and repairs of building/structures, electricity fittings, and sewage systems/water supply and supervision of internal technical maintenance
• Participate in planning, development, and construction of new facilities, major capital renovations, and complex facilities upgrade and repair projects
• Inspect buildings’ structures to determine the need for repairs or renovations
• Review utilities consumption and strive tominimize costs
• Supervise all staff facilities staff (custodians, technicians, cleaners etc.) and external contractors
• Control activities like parking space allocation, waste disposal, buildingsecurity, etc.
• Allocate office space according to needs
• Handle insurance plans and service contracts

Job Requirements

• Candidates should possess a BSC / BA in Facility Management, Engineering, Business Administration or relevant field
• A minimum of 5 years’ experience in administration / facility function
• Relevant professional qualification (eg CFM) or an MBA or MSc. in Facility Management will be added advantage.