Assistant Manager Admin & Facilities

PakWheels is seeking a proactive and hands-on Assistant Manager – Administration & Facilities Management to oversee daily administrative and facility operations at the Head Office. This role is essential in maintaining consistent standards across regional offices by supervising support staff, coordinating with vendors, ensuring workplace readiness and safety, developing practical SOPs and tracking systems, and delivering timely, structured reports to management. The ideal candidate will play a key role in creating a well-organized, safe, and efficient work environment.

Key Responsibilities

- Manage daily office administration including facilities, utilities, seating arrangements, meeting rooms, and general upkeep to ensure the office remains clean, safe, and fully operational.
- Plan and coordinate preventive maintenance and timely repairs for HVAC/AC units, generators/UPS, electrical systems, plumbing, and other office infrastructure.
- Supervise support staff such as office boys, cleaners, janitors, and café/pantry personnel, overseeing duty rosters, attendance, task completion, training, and performance evaluations.
- Oversee housekeeping, pantry/café hygiene, supplies management, pest control, waste disposal, and deep cleaning activities.
- Coordinate with vendors for procurement, quotations, service contracts, inventory management, asset records, and control administrative expenses within approved budgets.
- Develop and implement administrative standard operating procedures (SOPs), checklists, and workplace policies covering health, safety, security, and visitor management.
- Standardize facility management practices across regional offices and conduct periodic visits and audits to ensure compliance.
- Maintain daily checklists, maintenance and complaint logs, stock and asset registers, and staff/vendor performance scorecards; prepare and submit daily and monthly reports to management promptly.

Required Qualifications

- Bachelor’s degree in Business Administration, Public Administration, Facility Management, Hospitality, or a related field. A Master’s degree is considered an advantage.
- 4 to 6 years of relevant experience in administration and facilities management, including at least 2 years in a supervisory role managing support staff.
- Proven experience working in a corporate or multi-location organization with hands-on exposure to vendor management, maintenance, housekeeping, and pantry operations.

Required Skills

- Proficient in Excel or Google Sheets and MS Office or Google Workspace, with the ability to maintain trackers and generate reports efficiently.
- Solid understanding of building services, preventive maintenance, workplace safety protocols, vendor management, budgeting, and cost control.
- Strong organizational, communication, follow-up, and team supervision skills.
- A proactive, hands-on approach with flexibility to work outside regular hours when needed and willingness to travel to regional offices.

This role offers an opportunity to contribute significantly to the smooth functioning of PakWheels’ office environments, ensuring operational excellence and a safe, well-maintained workplace for all employees.