Building & Admin Executive

Job Summary:

The Building and Admin Executive plays a crucial role in ensuring the smooth functioning of a company's physical infrastructure and administrative operations. This position involves overseeing various aspects related to building management, office maintenance, and general administrative tasks. The Building and Admin Executive is responsible for creating a safe and productive work environment while also supporting the day-to-day administrative needs of the organization.

Key Responsibilities:

Building Management:

• Coordinate and supervise maintenance and repair activities for the office building, including electrical, plumbing, HVAC, and other facilities.
• Monitor building security systems, access control, and ensure adherence to safety protocols.
• Manage relationships with vendors, contractors, and suppliers for building-related services.
• Oversee office space planning, renovations, and office layout modifications.

Office Administration:

• Handle general administrative tasks such as managing correspondence, filing, and record keeping.
• Maintain inventory of office supplies, equipment, and furniture; reorder as necessary.
• Coordinate travel arrangements, accommodation, and transportation for employees and guests.
• Support event planning and organization of company meetings, conferences, and other gatherings.
• Assist in managing office budgets and expenses, ensuring cost-effective solutions.

Health and Safety:

• Ensure compliance with health and safety regulations and implement measures to maintain a safe work environment.
• Conduct regular inspections to identify potential hazards and address them promptly.
• Develop and implement emergency response plans, evacuation procedures, and first aid protocols.
• Promote employee well-being by organizing wellness programs and initiatives.

Communication and Coordination:

• Liaise with internal departments, employees, and external stakeholders to address their facility-related needs.
• Collaborate with HR, IT, and other teams to ensure efficient coordination of office space and resources.
• Communicate important announcements, policies, and updates to the employees.
• Maintain effective communication channels and address employees' concerns or requests.

Requirements:

• On-site presence required; occasional weekend work may be necessary during emergencies or special projects.
• Bachelor's degree in Business Administration, Facilities Management, or a related field (preferred).
• Proven experience in building management, office administration, or a similar role.
• Strong organizational and multitasking abilities to handle various responsibilities simultaneously.
• Knowledge of building systems, maintenance procedures, and relevant regulations.
• Familiarity with health and safety standards and emergency response protocols.
• Excellent communication and interpersonal skills to interact with employees and external contacts.
• Proficiency in using office software, such as MS Office Suite, and familiarity with facility management software.
• Attention to detail and problem-solving skills to resolve building or administrative issues.
• Ability to work independently, prioritize tasks, and meet deadlines.