Admin Officer

Purpose of the Role

Key Responsibilities

Administration Facility Operations

• Lead and drive all administration and facility management activities at the site while ensuring achievement of functional deliverables and KPIs.
• Support the Site Administration Manager in executing strategic and operational administration initiatives.
• Oversee the day-to-day operations of housekeeping, pantry, mailroom, pest control, horticulture, space management, occupancy planning, and consumable management.
• Monitor workforce attendance, deployment, and resource utilization to ensure operational effectiveness.
• Act as the first point of escalation for administration-related concerns and ensure timely issue resolution.

Vendor Contract Management

• Manage service providers and ensure adherence to agreed SLAs and performance standards.
• Conduct regular reviews with vendors and drive continuous service improvement.
• Ensure availability and compliance of contracts, purchase orders, and related documentation.
• Monitor procurement, inventory, and optimal utilization of departmental materials and consumables.

EHS, Compliance Risk Management

• Ensure strict adherence to all EHS policies and procedures.
• Participate in safety committee meetings, site inspections, and safety walk-throughs.
• Identify risks, generate observations, and ensure timely closure of corrective actions.
• Conduct and periodically review Risk Assessments (RA) for all relevant activities.
• Develop, update, and maintain Standard Operating Procedures (SOPs), Work Method Statements (WMS), and operational templates.
• Lead incident and accident investigations, perform Root Cause Analysis (RCA), and implement Corrective and Preventive Actions (CAPA).
• Ensure employees and service providers are trained and compliant with SOPs, WMS, and safety requirements.

Stakeholder Employee Engagement

• Collaborate with cross-functional teams to address operational requirements and improve workplace services.
• Participate in cross-functional meetings, track action items, and ensure timely closure.
• Support guest management, meeting room arrangements, and hospitality requirements at the facility.
• Coordinate with the canteen committee to ensure efficient cafeteria operations, including menu planning and selection of food service equipment and materials.
• Contribute to enhancing employee engagement, workplace experience, and a strong sense of belonging within the organization.

Reporting Governance

• Present site administration performance and operational updates during regional management review meetings.
• Prepare and maintain periodic reports, dashboards, and compliance documentation.
• Drive the implementation of corporate and regional administration directives at the site level.

Required Skills Competencies

• Strong verbal and written communication skills.
• Excellent stakeholder management and cross-functional collaboration abilities.
• Proven expertise in vendor management and service delivery governance.
• Strong guest relations and hospitality management skills.
• Sound knowledge of EHS practices, risk assessments, incident management, and compliance requirements.
• Strong problem-solving, decision-making, and crisis management capabilities.
• Experience in planning, implementing, and managing administration initiatives.
• High level of ownership, reliability, and operational discipline.
• Proficiency in Microsoft Office and other business applications.

Education Experience

• Graduate degree or higher qualification.
• Minimum 15 years of experience in Administration and Facility Management.
• Proven experience supporting large manufacturing or industrial facilities.
• Experience managing administration services for facilities with a workforce of 600+ employees.
• Exposure to vendor management, EHS compliance, and multi-service facility operations is essential.

Preferred Candidate Profile