Facility Administrator III position

Job Description:

RESPONSIBILITES

Vendor Management

• Manage service vendor agreements, including renewals and terminations for facility needs.
• Conduct quality control checks for each vendor under your responsibility.
• Perform RFP (Request for Proposal) and RFQ (Request for Quotation) processes as needed.
• Review invoices to ensure all services received and amounts billed align with contract terms.
• Handle vendor registrations and process purchase orders (POs) as required.
• Collaborate with the purchasing, finance, and legal teams to lead contract negotiations and approvals.
• Manage yearly budgets, maintain records, and analyze financial data.

Cafeteria Management

• Oversee cafeteria vendor contracts, including agreements, renewals, terminations, operations, invoices, subsidy policies, and food quality.

• Work with HR and Finance teams to establish and update company policies as needed.
• Plan and manage cafeteria and kitchen facility maintenance schedules, including equipment replacements.
• Assist senior planner to manage yearly budgets for cafeteria operations.
• Attend weekly cafeteria meetings to address operational concerns and improve service quality.

Janitorial Service

• Conduct regular site inspections to ensure cleanliness and maintenance standards are met.
• Coordinate with the janitorial team for repairs, refills, utility tasks, and other maintenance needs.

Breakroom management

• Inspect the employee breakroom area regularly and coordinate with the facility team for furniture layout, repairs, rearrangements, or other maintenance needs.
• Manage coffee and water service vendors, ensuring consistent and high-quality service.
• Oversee and maintain appliances and recreational supplies in the breakroom to ensure functionality and availability.

Event Coordination

• Plan campus-wide events for employee engagement, including budget approvals, planning, and execution.
• Manage event requests from across the campus, confirm details, and coordinate with vendors for support.
• Ensure proper setup and execution of events by collaborating with relevant teams.

VIP Suite Management and VIP Support

• Maintain inventory of VIP suite supplies and amenities to ensure availability for guests.
• Coordinate reservations, approvals, setups, and support (IT/Security/Facility) for VIP suite usage.

Administrative Tasks

• Manage and maintain office supplies, including inventory tracking and ordering.
• Monitor and respond to incoming requests via email and ticketing systems.
• Draft and distribute announcements for the Facilities team as needed.
• Update company guidelines managed by the team.

Skills

QUALIFICATIONS

• Minimum 2 Years of Proven experience in operations, facility management, food facility management, or a related field in a corporate environment. 5-7 years of professional work experience overall. 
• Excellent Communication Skills: Strong oral and written communication abilities to interact effectively with vendors, internal teams, and stakeholders.
• Strong Vendor Management Experience: Demonstrated expertise in managing vendor relationships, contracts, and performance across various service areas.
• Attention to Detail and Organizational Skills: High level of precision and organizational capability to manage contracts, budgets, and operational details efficiently.
• Problem-Solving and Analytical Skills: Ability to identify issues, analyze data, and implement solutions to optimize vendor performance and operational efficiency.
• Great Work Ethic: Commitment to delivering high-quality work and maintaining professionalism in all responsibilities.
• On-Site Presence: Availability for 5 days on-site to oversee operations and ensure seamless coordination with teams and vendors.
• Microsoft Office and any software in a corporate environment. 

Education

High School Diploma or equivalent