Manager Facilities Administration

Role Purpose

The Facility Manager will be responsible for overseeing the day-to-day administration, facility management, workplace operations, vendor management, infrastructure maintenance, security, housekeeping, travel coordination, and employee support services across TAC Security offices. The role ensures a safe, efficient, secure, and productive work environment that supports business operations and enhances employee experience.

The ideal candidate will possess strong expertise in facility operations, administration, vendor management, office infrastructure, compliance, workplace safety, budgeting, and operational excellence. The role requires close collaboration with HR, Finance, IT, Procurement, and business leaders to ensure seamless workplace operations.

Key Responsibilities

Facility & Workplace Management

• Manage overall office facilities, infrastructure, and workplace operations across TAC Security locations.
• Ensure office premises are maintained to the highest standards of cleanliness, safety, and functionality.
• Oversee maintenance of office equipment, furniture, meeting rooms, common areas, and employee workspaces.
• Ensure uninterrupted functioning of utilities including electricity, water, internet connectivity, HVAC systems, access control systems, and backup power infrastructure.
• Conduct periodic facility inspections and implement corrective actions.

Administration & Office Operations

• Manage day-to-day administrative operations and office services.
• Develop and maintain facility management policies, SOPs, and operational procedures.
• Ensure efficient utilization of office space and workplace resources.
• Coordinate office expansion, relocation, renovation, and infrastructure projects when required.
• Support leadership with workplace planning and operational requirements.

Vendor & Contract Management

• Manage relationships with facility vendors, contractors, service providers, landlords, and maintenance partners.
• Negotiate vendor contracts and ensure cost-effective service delivery.
• Monitor vendor performance against service level agreements (SLAs).
• Review and approve vendor invoices in coordination with Finance.
• Ensure timely renewal of contracts, licenses, and facility-related agreements.

Security & Compliance

• Ensure office security measures are implemented and monitored effectively.
• Manage access control systems, visitor management processes, CCTV monitoring, and physical security protocols.
• Ensure compliance with local facility regulations, fire safety requirements, statutory obligations, and workplace standards.
• Coordinate safety drills, emergency preparedness programs, and evacuation procedures.
• Maintain compliance documentation and support facility audits.

Asset & Inventory Management

• Maintain records of office assets, equipment, and inventory.
• Coordinate procurement, issuance, maintenance, and disposal of office assets.
• Conduct periodic asset verification and inventory audits.
• Collaborate with IT and Procurement teams for asset tracking and management.

Travel & Employee Support Services

• Oversee travel arrangements, accommodation bookings, transportation, and logistics for employees and visitors.
• Ensure smooth administration of employee support services and workplace amenities.
• Coordinate employee events, town halls, leadership visits, and internal engagement activities.
• Act as a point of contact for workplace-related employee concerns.

Budgeting & Cost Management

• Prepare and manage facility and administration budgets.
• Monitor operational expenses and identify cost optimization opportunities.
• Ensure efficient utilization of resources while maintaining service quality.
• Generate reports on facility costs, vendor performance, and operational metrics.

Sustainability & Workplace Experience

• Implement initiatives to improve workplace experience and employee satisfaction.
• Drive sustainability, energy conservation, and environmentally responsible workplace practices.
• Continuously improve workplace services and operational efficiency.

Required Qualifications

• Bachelor's degree in Business Administration, Facility Management, Operations Management, Engineering, or a related field.
• Professional certification in Facility Management or Administration will be an added advantage.
• 6–10 years of experience in facility management, administration, workplace operations, or corporate services.
• Experience managing facilities within technology, cybersecurity, SaaS, or multinational organizations preferred.
• Experience handling vendor management, office infrastructure, and workplace projects.

Required Skills

• Facility Management
• Administration & Workplace Operations
• Vendor & Contract Management
• Budgeting & Cost Control
• Office Infrastructure Management
• Security & Safety Compliance
• Asset & Inventory Management
• Project Coordination
• Travel & Logistics Management
• Negotiation & Vendor Relations
• Risk Management
• Workplace Experience Management
• Process Improvement
• Strong Communication & Interpersonal Skills
• Problem Solving & Decision Making

Preferred Experience

• Experience managing multiple office locations.
• Exposure to workplace technology, access control systems, and facility automation tools.
• Experience in office setup, relocation, and expansion projects.
• Knowledge of workplace safety regulations, fire safety standards, and compliance requirements.
• Experience working in fast-growing technology, cybersecurity, or product-based organizations.