Facilities Manager

Role Purpose:

The Global Facility & Administration Manager will be responsible for the smooth, efficient, and standardized management of TAC Infosec Ltd.s global office facilities, assets, employee requirements, events, logistics, vendors, travel support, and day-to-day administrative operations.

The role will coordinate closely with HR, IT, Finance, Business Teams, Management, employees, international offices, building management, and external vendors to ensure that workplace infrastructure, laptops and IT equipment, events, meetings, travel, office supplies, and administrative requirements are managed effectively across all locations.

Key Responsibilities

1. Global Office & Facility Management

• Manage day-to-day facility and administrative operations across global offices.
• Ensure offices are properly maintained, clean, safe, secure, and functional.
• Coordinate housekeeping, security, maintenance, internet, electricity, utilities, and facility service providers.
• Manage seating, workstations, meeting rooms, pantry, common areas, and workplace infrastructure.
• Coordinate repairs, preventive maintenance, and facility upgrades.
• Ensure consistent facility standards and processes across global locations.

2. Global Laptop & IT Asset Coordination

• Coordinate allocation, issuance, collection, replacement, and movement of laptops and IT assets globally in coordination with IT.
• Maintain accurate records of laptops, desktops, monitors, mobile phones, SIM cards, chargers, accessories, and other company assets.
• Ensure assets are available for new joiners before or on their joining date.
• Coordinate asset collection during employee exits.
• Track damaged, lost, under-repair, replacement, and warranty-related assets.
• Maintain proper asset handover, acknowledgement, tagging, and inventory documentation.

3. Global Events & Corporate Programs

• Coordinate logistics for global company events, town halls, conferences, workshops, employee engagement activities, celebrations, and corporate meetings.
• Manage venues, catering, transportation, seating, branding, event materials, audio/video, and other event requirements.
• Coordinate with international teams and event vendors.
• Manage on-ground event operations and resolve logistical issues.
• Maintain event budgets, quotations, invoices, and vendor documentation.

4. Management & Meeting Support

• Coordinate facilities and logistics for senior management and leadership meetings globally.
• Arrange meeting rooms, refreshments, equipment, visitor access, seating, and other requirements.
• Support client meetings, partner meetings, interviews, leadership visits, and important visitors.
• Provide administrative and logistical support to management and leadership teams.

5. Global Vendor & Procurement Coordination

• Identify, evaluate, and coordinate with facility, administration, event, travel, logistics, and other service vendors globally.
• Obtain quotations and coordinate procurement requirements with relevant teams.
• Monitor vendor performance, service schedules, invoices, and payments.
• Maintain a global vendor database, contracts, and service agreements.
• Negotiate with vendors where appropriate to achieve cost efficiency.

6. Global Employee Workplace Support

• Coordinate workplace and administrative requirements for employees across locations.
• Ensure workstations, access cards, equipment, stationery, and basic workplace requirements are available.
• Support HR during global onboarding and exit processes from a facility and asset perspective.
• Coordinate transportation, courier, stationery, access cards, and other administrative services.
• Resolve facility-related employee concerns within defined timelines.

7. Global Travel & Logistics

• Coordinate business travel and logistics support for employees and management globally.
• Arrange airport transfers, local transportation, accommodation, meeting venues, and other travel requirements.
• Coordinate logistics for visiting clients, candidates, partners, and international stakeholders.
• Support leadership and employee travel for international meetings, conferences, events, and business programs.

8. Global Inventory & Asset Management

• Maintain accurate records of office equipment, IT assets, administrative assets, and inventory across locations.
• Conduct periodic physical verification and reconciliation.
• Track stationery, office supplies, event materials, and other inventory.
• Maintain appropriate stock levels and coordinate replenishment.
• Prepare periodic global asset and inventory reports for management.

9. Global Compliance, Safety & Security

• Coordinate applicable facility safety, security, and workplace requirements across countries.
• Support fire safety, emergency preparedness, access control, security, and safety checks.
• Coordinate with building management and security agencies.
• Maintain facility contracts, licenses, inspection records, and relevant documentation.
• Ensure local facility requirements are followed in coordination with relevant country teams.

10. Global Budget & Cost Control

• Prepare and monitor global facility and administration budgets.
• Track expenses related to office maintenance, IT asset logistics, events, travel, transportation, vendors, supplies, repairs, and facilities.
• Monitor costs across different countries and locations.
• Identify opportunities for global cost optimization and vendor consolidation without compromising employee experience or operational efficiency.

11. Global Process & Standardization

• Develop and implement standardized facility and administration processes across global locations.
• Establish common procedures for asset management, events, travel, vendors, inventory, and workplace operations.
• Maintain global SOPs, checklists, trackers, and reporting mechanisms.
• Ensure timely reporting to management on facility, asset, vendor, expense, and operational matters.