Senior Administrative Officer

Overview

Key Responsibilities

• Manage the day-to-day administrative operations of the Facilities Services Division.
• Coordinate and maintain records related to facility maintenance, cleaning, security, landscaping, and other support services.
• Assist in the administration and monitoring of service contracts, ensuring compliance with agreed service levels and contractual requirements.
• Prepare correspondence, reports, presentations, and management dashboards for senior leadership.
• Support procurement activities, including quotations, purchase requests, purchase orders, and vendor documentation.
• Monitor divisional budgets, track expenditures, and prepare financial and operational reports.
• Coordinate vendor and contractor activities and maintain accurate contract and service records.
• Ensure proper documentation and filing of facilities-related permits, licenses, certifications, and compliance records.
• Support the implementation of health, safety, and environmental requirements within facilities operations.
• Supervise administrative staff and ensure timely completion of assigned tasks.
• Liaise with internal departments, clients, contractors, and external stakeholders regarding facilities-related matters.
• Identify opportunities for process improvements and administrative efficiencies.
• Assist management in planning, scheduling, and coordinating facilities services projects and initiatives.
• Perform other duties as assigned by the Facilities Services Manager.

& Experience

• Bachelor's degree in Business Administration, Facilities Management, Management, or a related field.
• Minimum 2 years of relevant administrative or facilities management experience.
• Experience in contract administration, procurement support, and vendor coordination is preferred.
• Strong knowledge of Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Excellent organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.