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 while ensuring consistent standards across regional offices. This role involves supervising support staff, coordinating with vendors, maintaining workplace readiness and safety, developing practical SOPs and tracking systems, and delivering timely, structured reports to management. The ideal candidate will be detail-oriented, organized, and capable of managing multiple tasks to create a smooth and efficient office environment.

Key Responsibilities:
- Manage daily office administration including facilities, utilities, seating arrangements, meeting rooms, and general upkeep to ensure a clean, safe, and operational workspace.
- Plan and coordinate preventive maintenance and timely repairs for HVAC/AC units, generators/UPS, electrical systems, plumbing, and other office infrastructure.
- Supervise office support staff such as office boys, cleaners, janitors, and café/pantry personnel, managing 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 administrative expenses, ensuring adherence to approved budgets.
- Develop and implement administrative SOPs, checklists, and procedures related to workplace 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.

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 overseeing support staff.
- 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/Google Sheets and MS Office/Google Workspace, with the ability to maintain trackers and generate reports efficiently.
- Strong knowledge of building services, preventive maintenance, workplace safety, vendor management, budgeting, and cost control.
- Excellent organizational, communication, follow-up, and team supervision skills.
- A proactive, hands-on approach with flexibility to work outside regular hours when necessary and willingness to travel to regional offices.

This role offers an opportunity to play a key part in maintaining high standards of office administration and facilities management within a dynamic and growing organization. The successful candidate will contribute to creating a safe, efficient, and well-maintained work environment that supports the productivity and well-being of all employees.