Admin Supervisor  

Position Summary:

The Admin Supervisor maintains the smooth and efficient operations in company premises. This encompasses monitoring of facilities, proposing and implementing standards of safety and sanitation, and managing of day-today activities within the company building. They also coordinate with the various departments, as well as supervise the maintenance personnel.

General Duties and Responsibilities:

• Supports facility management for regular maintenance needs, one-off repair and maintenance, space planning, and special facilities projects including coordination and communication with property management, vendors, and internal stakeholders, where appropriate for the role and under the direction of department supervisor/manager.
• Ensures physical space is maintained and in good repair by reviewing space and addressing needs for maintenance and general repairs identified personally or by customers or other department staff. This includes lighting repairs, carpet cleaning needs, janitorial needs, courier services, packing management, logistics & transportation, etc. Incorporates follow-up procedures to ensure all requests/needs have been completed and to satisfaction.
• Supports other facility needs/services which may include: security and security badges/access, customer requests related to the facility (e.g. broken chair/office furniture, internal moves, light replacement), furniture/equipment inspections and repairs research, purchase of small replacement appliances or equipment and other misc. items.
• Supports facility and vendor management by engaging/coordinating with vendors and proactively identifying, reporting, and helping facilitate resolution for issues/repairs.
• Supports tracking of vendor contracts, equipment warranties, facilities reporting, systems and repository of contracts.
• Maintains and enforces standard office security procedures/badge systems and life safety program with the assistance of management and team. Ensures compliance with required facility processes/procedures.
• Supports asset management – asset inventory, asset transfer & disposal, asset accountability, etc.
• Service vehicle and company mobile phone lines management.
• Ensures excellent working knowledge of department/facilities service offerings, office space/equipment, and company protocols and procedures.
• Supports various facility-related requests and data management such as disaster/business continuity planning, floor plan management/space allocations, office greening efforts, and other requests that require tracking and reporting.
• Fosters and builds positive relationships with team, customers, and leadership in all functions at all levels, and communicates effectively and proactively, as needed.
• Adds value to customer experience through critical thinking, anticipating needs, and offering additional services/support, if appropriate.
• Ensures all provided service/support is carried out and meets stakeholders’ expectations consistently.
• Perform other tasks and special projects as required or as assigned by the management team

Position specifications:

• Graduate of any 4-year course
• At least six (3) years of experience in the same capacity
• Must be knowledgeable of administrative and clerical procedures and systems such as word and number processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Must be knowledgeable of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Must know the basic command of English language rules of composition and grammar.
• Preferably knows how to drive 4-wheel vehicle