Office Admin (Office Manager, Fluency In English)

Outcubator is looking for Office Admin who is responsible for ensuring that the buildings and their services meet the needs of the people that work in them. The role encompasses managing and coordinating all aspects of the facility operations, including maintenance, safety, security, and budget management, to create an efficient, safe, and sustainable environment.

Key Responsibilities:

Facility Maintenance and Operations:

• Oversee the maintenance and repair of all facilities, including HVAC, electrical, plumbing, and structural elements.
• Coordinate with vendors, contractors, and service providers for facility maintenance and repairs.
• Implement preventive maintenance programs to minimize downtime and prolong equipment life.
• Ensure that the facility is compliant with all safety and environmental regulations.

Budget Management:

• Prepare and manage the facility's budget, including maintenance, repair, and capital expenditures.
• Monitor expenses to ensure they remain within budget and identify cost-saving opportunities.

Space Management:

• Plan and manage space allocation and layout to optimize workspaces and accommodate changes in staffing or operations.
• Coordinate office moves, renovations, and reconfigurations.

Sustainability Initiatives:

• Implement sustainability initiatives to reduce energy consumption, waste, and overall environmental impact.
• Monitor and report on the effectiveness of sustainability efforts.

Vendor Management:

• Negotiate contracts and manage relationships with vendors and service providers.
• Ensure that all contracts are up-to-date and services are delivered as agreed.

Security:

• Oversee the security of the facility, including managing access control systems and coordinating with security personnel.
• Develop and implement security policies and procedures.

Compliance:

• Ensure the facility complies with all relevant laws, regulations, and standards, including building codes, labor laws, and environmental regulations.
• Maintain records and documentation related to compliance activities.

Staff Management:

• Supervise facility staff, including maintenance workers, janitors, and security personnel.
• Provide training, performance reviews, and development opportunities for staff.

Customer Service:

• Serve as the primary point of contact for facility-related inquiries and issues from employees and management.
• Ensure a high level of customer satisfaction with facility services.