Facilities & Administration Supervisor at Highlands Drinks Limited

Key duties and responsibilities

Facilities Management

• Coordinate preventive and corrective maintenance of buildings, offices, warehouses, utilities and Company assets.
• Ensure facilities are safe, functional and maintained to the required operational standards.
• Coordinate repairs, renovations, office fit-outs and facility improvement projects.
• Monitor utility consumption and support initiatives that improve cost efficiency.
• Maintain facility asset registers and maintenance records.
• Prepare maintenance schedules and ensure timely completion of planned maintenance activities.

Contractor and Vendor Management

• Supervise external contractors and service providers to ensure compliance with contractual obligations, Company standards and statutory requirements.
• Monitor contractor performance, service quality and compliance with agreed Service Level Agreements (SLAs).
• Verify completion and quality of work before certifying invoices and processing payments.
• Support Procurement in sourcing, evaluating and onboarding facilities-related contractors and service providers.
• Conduct regular contractor performance reviews and recommend corrective actions where service levels are not achieved.
• Ensure contractors comply with Company health, safety and environmental requirements while on Company premises.

Office Administration

• Oversee the day-to-day administration of Company offices and support services to ensure efficient business operations.
• Supervise reception, office assistants, cleaners, drivers and other administrative support staff to ensure effective service delivery.
• Ensure adequate availability and control of office supplies, consumables, furniture and office equipment.
• Coordinate employee and visitor travel, accommodation, transport and logistics arrangements.
• Manage meeting room bookings, visitor administration, courier services, incoming and outgoing correspondence, and office records.
• Maintain an organised, clean and professional office environment that supports productivity and employee wellbeing.
• Monitor administration expenditure and ensure effective utilisation of the administration budget.
• Identify and implement opportunities to improve administrative processes, efficiency and service delivery.

Compliance, Health and Safety

• Coordinate compliance with statutory requirements relating to facilities, buildings and workplace infrastructure.
• Ensure Company facilities comply with applicable health, safety, environmental and fire safety standards.
• Coordinate statutory inspections, certifications and licences relating to facilities and utilities.
• Monitor and follow up on corrective actions arising from safety inspections, audits and risk assessments.
• Maintain accurate records of statutory inspections, permits, certificates and compliance documentation.
• Support SHE initiatives by ensuring facilities-related risks are identified, reported and mitigated.
• Liaise with regulatory authorities, contractors and internal stakeholders on facilities compliance matters.
• Promote a safe, clean and compliant working environment across all Company facilities.

Budget Management and Reporting

• Monitor facilities and administration expenditure against approved budgets and ensure effective cost control.
• Prepare accurate monthly reports on facilities performance, maintenance activities, contractor performance, administration services and operational issues.
• Analyse expenditure trends and identify opportunities to optimise costs without compromising service delivery.
• Track and report key facilities and administration performance indicators.
• Support the preparation of annual facilities and administration budgets and forecast expenditure requirements.
• Monitor contractor costs and verify expenditure against approved contracts and service agreements.
• Provide management with timely reports and recommendations to support operational planning and decision-making.

Knowledge, experience and qualifications required.

Education

• Bachelor's Degree in Facilities Management, Engineering, Business Administration, Operations Management or a related field.
• Minimum 5 years' experience in Facilities Management, Administration or Operations, with at least 2 years in a supervisory role.
• Experience within a manufacturing, FMCG or logistics environment will be an added advantage.
• Demonstrated experience managing contractors, service providers and facilities budgets.

Professional Qualifications

• Professional certification in Facilities Management, Property Management or Office Administration will be an added advantage.
• Training in Occupational Health & Safety (OSH), Fire Safety, First Aid, or Emergency Response will be an added advantage.
• Certification in Project Management, Contract Management, Procurement, or Vendor Management will be desirable.

Experience

• Minimum of five (5) years' relevant experience in Facilities Management, Office Administration, Property Management or Operations, with at least two (2) years in a supervisory role.
• Experience in a manufacturing, FMCG, logistics or multi-site operating environment will be an added advantage.
• Demonstrated experience in coordinating preventive and corrective maintenance, facilities projects and contractor management.
• Proven experience in managing office administration functions, including support services, travel coordination, office supplies and facilities operations.
• Experience in managing service providers, monitoring Service Level Agreements (SLAs) and ensuring contractor compliance with Company standards.
• Demonstrated ability to prepare and manage facilities and administration budgets, monitor expenditure and identify cost optimisation opportunities.
• Experience coordinating statutory inspections, facilities compliance requirements and workplace health and safety initiatives.
• Proven ability to analyse operational data, prepare management reports and recommend continuous improvement initiatives.
• Proficiency in Microsoft Office Suite and experience using Computerised Maintenance Management Systems (CMMS), ERP systems or other facilities management software will be an added advantage.

Competencies
Technical & Behavioural competencies
Technical Competencies

• Facilities Management - Ability to coordinate preventive and corrective maintenance programs, manage facilities assets and ensure uninterrupted operation of buildings, utilities and workplace infrastructure.
• Contractor and Vendor Management - Ability to manage contractors and service providers, monitor Service Level Agreements (SLAs), evaluate performance and ensure contractual compliance.
• Office Administration- Ability to manage office administration, workplace services, travel logistics, office resources and support functions to ensure efficient business operations
• Budget management and cost control- Ability to prepare, monitor and control facilities and administration budgets while identifying opportunities to optimise operational costs
• Health, safety and statutory compliance-Understanding of occupational health, safety, environmental and statutory requirements relating to facilities management, including the coordination of inspections, certifications and corrective actions.
• Asset and Maintenance Management- Ability to maintain facilities asset registers, develop maintenance schedules, monitor asset performance and coordinate lifecycle management activities.
• Planning, Reporting and Data Analysis- Ability to prepare operational reports, analyse facilities performance, monitor key performance indicators and provide recommendations to improve service delivery
• System and Technology- Proficiency in Microsoft Office Suite and experience using ERP systems, Computerised Maintenance Management Systems (CMMS) or other facilities and administration management systems will be an added advantage.

Behavioural Competencies

• Planning & Organising – Plans, prioritises and coordinates multiple activities to ensure efficient delivery of facilities and administrative services.
• Customer Focus – Delivers responsive, professional and efficient support services to internal and external stakeholders.
• Accountability – Takes ownership of responsibilities and consistently delivers agreed outcomes.
• Problem Solving – Identifies operational issues, analyses root causes and implements practical, timely solutions.
• Attention to Detail – Maintains accuracy in documentation, reporting, contractor management and compliance activities.
• Communication & Interpersonal Skills – Builds effective working relationships with employees, contractors, suppliers and other stakeholders.
• Leadership & Team Management – Provides direction, coaching and supervision to support staff while promoting teamwork and high performance.
• Decision Making – Makes sound, timely decisions based on operational requirements, risk and business priorities.
• Continuous Improvement – Identifies opportunities to improve processes, enhance service delivery and optimise operational efficiency.
• Integrity & Professionalism – Demonstrates ethical conduct, confidentiality and professionalism in all interactions and decisions.

Responsibility for finances and physical assets
The Role holder is responsible for:

• The proper utilisation, care and security of Company facilities, buildings, office equipment, furniture and other assets under the Facilities and Administration function.
• Monitoring facilities and administration expenditure against approved budgets and ensuring effective utilization of allocated resources.
• Maintaining accurate records of facilities assets, maintenance activities, service contracts and statutory compliance documentation.
• Verifying contractor work completed and supporting the processing of payments in accordance with approved contracts, Company policies and delegated authority limits.
• Safeguarding Company property and ensuring facilities are maintained in a safe, secure and operational condition.
• Contributes to cost optimization by monitoring operational expenditure, identifying efficiency opportunities and supporting budget planning; however, the role does not have authority to approve expenditure beyond the delegated limits established by the Company.

Decision-making

• The job holder exercises judgment within established financial policies, planning frameworks, business controls, and reporting governance standards. The role provides analytical support and independent financial insight to facilitate effective operational and strategic decision-making across the business.
• Decision-making responsibilities include:
• Prioritising maintenance activities, facilities requests and administrative support services to minimise operational disruption and ensure business continuity.
• Determining appropriate responses to facilities-related issues, equipment breakdowns and workplace incidents, escalating significant risks where necessary.
• Allocating resources and coordinating contractors to ensure maintenance, repairs and facilities projects are completed safely, efficiently and within agreed timelines.
• Monitoring contractor performance and determining when corrective actions are required to ensure compliance with contractual obligations and Company standards.
• Recommending improvements to facilities management, administrative processes and service delivery to enhance operational efficiency and cost effectiveness.
• Monitoring facilities and administration expenditure and recommending cost optimisation initiatives while ensuring expenditure remains within approved budgets and delegated authority.
• Ensuring compliance with statutory, health, safety and environmental requirements by taking appropriate action to address identified risks and non-conformities.
• Providing operational advice and recommendations to Management on facilities, administration and workplace improvement initiatives that support business objectives.

Job Hazards

• The role involves a combination of office-based work and frequent movement across Company offices, manufacturing facilities, warehouses and external sites to coordinate facilities management, maintenance activities and administrative support services.
• The job holder may be exposed to operational hazards associated with manufacturing and warehouse environments, including moving machinery, forklifts, vehicle traffic, electrical installations, elevated work areas, noise, dust and varying weather conditions when attending external facilities.
• The role requires periodic supervision of contractors performing maintenance, repair, construction and installation activities, which may involve exposure to work at height, electrical works, confined spaces and other controlled-risk activities.
• The job holder is required to comply with all Company Health, Safety and Environment (HSE) policies, permit-to-work procedures, personal protective equipment (PPE) requirements and statutory safety regulations while carrying out duties.
• The role may involve manual handling of office equipment, furniture and facilities materials, as well as responding to facilities-related emergencies outside normal working hours where operational continuity is affected.
• The role may also be exposed to work-related pressure associated with responding to equipment failures, urgent maintenance requirements, operational disruptions and the coordination of multiple service providers to minimise business interruption