Job Description
Job Title
Administrative Buildings Supervisor
Department
Administration / Facilities Management
Reports To
Administrative Manager / Facilities Manager / Operations Manager
Job Summary
The Administrative Buildings Supervisor is responsible for overseeing the daily operations, maintenance coordination, and administrative support activities of assigned buildings to ensure a safe, efficient, and well-managed workplace environment. The role involves supervising administrative support services, coordinating facility requirements, monitoring service providers, managing building operations, and ensuring compliance with organizational policies, health and safety standards, and service quality requirements.
Key Responsibilities
Building Operations Management
- Supervise the daily operations of administrative buildings and ensure smooth facility functioning.
- Coordinate building services, including cleaning, maintenance, security, reception, waste management, and general support services.
- Conduct regular inspections of offices, common areas, meeting rooms, and facility spaces to ensure standards are maintained.
- Report and follow up on building defects, maintenance issues, and service requirements.
- Coordinate with facilities, maintenance, and external service teams to ensure timely resolution of issues.
- Ensure office facilities are prepared for meetings, events, and organizational activities.
Administrative Support and Coordination
- Manage and coordinate administrative activities related to building operations.
- Support office space allocation, seating arrangements, and relocation activities.
- Maintain records of building assets, service requests, contracts, and operational documentation.
- Coordinate access arrangements, visitor management, and workplace support services.
- Assist with procurement requests for office supplies, equipment, and facility-related requirements.
- Prepare administrative reports, schedules, and operational updates.
Team Supervision
- Supervise administrative support staff, office assistants, receptionists, and service personnel.
- Allocate daily tasks and monitor staff performance.
- Provide guidance, training, and support to team members.
- Monitor attendance, work schedules, and service delivery standards.
- Promote teamwork, professionalism, and customer-focused service.
Health, Safety, and Compliance
- Ensure compliance with workplace health, safety, and environmental requirements.
- Monitor housekeeping, hygiene, emergency preparedness, and workplace safety standards.
- Coordinate fire safety checks, emergency drills, and safety inspections where applicable.
- Report hazards, incidents, and facility-related risks.
- Support internal audits and compliance inspections.
Vendor and Service Provider Management
- Coordinate with contractors and service providers delivering building support services.
- Monitor service quality and ensure compliance with agreed service standards.
- Verify completion of maintenance and service activities.
- Assist with reviewing service reports, invoices, and contractor performance.
Customer Service and Reporting
- Respond to employee and stakeholder requests related to building services.
- Address complaints and coordinate corrective actions.
- Maintain effective communication with departments, contractors, and management.
- Prepare regular reports on building operations, service issues, and improvement activities.
Qualifications
- Bachelor's degree or Diploma in Business Administration, Facilities Management, Office Management, Hospitality Management, or a related field.
- Additional training in facilities management, health and safety, or administration is an advantage.
Experience
- Minimum of 3–5 years of experience in administration, facilities coordination, office management, or building operations.
- Previous supervisory experience is preferred.
- Experience in corporate offices, government buildings, commercial facilities, or large organizations is an advantage.
Required Skills
- Strong administrative and organizational skills.
- Good knowledge of building operations and workplace services.
- Strong supervisory and team coordination abilities.
- Excellent communication and interpersonal skills.
- Good problem-solving and decision-making skills.
- Ability to manage multiple priorities and meet deadlines.
- Customer service and stakeholder management skills.
- Proficiency in Microsoft Office Suite and administrative management systems.
- Knowledge of health, safety, and workplace compliance requirements.
Key Performance Indicators (KPIs)
- Effective daily operation of administrative buildings.
- Timely resolution of facility-related requests and complaints.
- Building inspection and compliance performance.
- Service provider performance and contract compliance.
- Employee and stakeholder satisfaction.
- Accuracy of administrative records and reports.
- Completion of scheduled maintenance and facility activities.
- Health, safety, and environmental compliance.
Working Conditions
- Primarily office-based with regular building inspections and site coordination activities.
- Frequent interaction with employees, contractors, visitors, and management.
- May require occasional work outside normal business hours for events, emergencies, or operational requirements.
- May require movement throughout the facility and compliance with workplace safety procedures.
