Facilities & Administration Supervisor

About the Role

The Facilities & Administration Supervisor at Highlands Drinks Limited will oversee the day-to-day coordination and management of company facilities, office administration, health and safety compliance, and external vendors. The ideal candidate will ensure that the workplace remains safe, productive, clean, and cost-effective, while supervising administrative staff and contractors to deliver top-tier support services across all physical assets.

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 organized, clean, and professional office environment that supports productivity and employee wellbeing.
• Monitor administration expenditure and ensure effective utilization 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 licenses 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.
• Analyze expenditure trends and identify opportunities to optimize 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.

Responsibility for Finances and Physical Assets

• Responsible for the proper utilization, 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.

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.

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.

Decision-Making

• 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 and Working Conditions

• The role involves a combination of office-based work and frequent movement across company offices, manufacturing facilities, warehouses, and external sites.
• Exposure 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.
• Periodic supervision of contractors performing maintenance, repair, construction, and installation activities, which may involve work at height, electrical works, and confined spaces.
• Responding to facilities-related emergencies outside normal working hours.