General Service and Building Administrative Officer 16 views

Job Summary:

The General Service and Building Administrative Officer at East African Holding S.C. is responsible for managing the day-to-day operations and administrative functions of the building or facility. This role involves overseeing building maintenance, ensuring a safe and clean working environment, managing vendor relationships, and coordinating services for office spaces. The officer will also assist with HR-related functions, manage parking facilities, allocate company vehicles, and facilitate the office vehicle pool. Additionally, the officer will oversee the maintenance, insurance, governmental documentation, and fuel management for all company vehicles. The role requires collaboration with multiple departments to ensure smooth operations, employee satisfaction, and compliance with safety and operational regulations.
Key Responsibilities:

1. Building Operations and Maintenance:

• Oversee the daily operations of the building/facility, ensuring it remains clean, safe, and in good working condition.
• Manage preventive maintenance schedules for systems such as plumbing, electrical, and lighting.
• Coordinate with external contractors for repairs, installations, and renovations as needed.
• Ensure all building infrastructure, including elevators, security systems, and rest room , are fully functional.

2. Facility Management:

• Supervise janitorial, security, and maintenance staff to ensure cleanliness and safety standards are met.
• Monitor and manage the supply of building-related materials, such as cleaning supplies and office furniture.
• Oversee space planning, room allocations, and furniture arrangements to optimize office space utilization.
• Ensure that workspaces are equipped and functional to support business activities.

3. Human Resources Support:

• Collaborate with the HR department to facilitate employee seating arrangements, office space planning, and ergonomics.
• Assist HR with organizing and supporting employee onboarding processes (e.g., office setup, equipment allocation).
• Coordinate staff welfare services, ensuring office amenities and break areas are properly maintained.
• Assist in planning and organizing company events or team-building activities held on-site.

4. Health, Safety, and Security:

• Ensure compliance with health, safety, and fire regulations within the facility.
• Conduct regular safety checks and address any hazards or violations to maintain a safe working environment.
• Coordinate with the security team to ensure adequate coverage and security measures for the building.

5. Vendor Management:

• Negotiate contracts and liaise with external vendors for services such as cleaning, landscaping, pest control, and equipment maintenance.
• Monitor vendor performance to ensure service quality and compliance with agreed terms.
• Maintain a list of approved suppliers and ensure procurement processes are followed for all building-related services.

6. Parking and Landscaping:

• Oversee the management and allocation of parking spaces for employees and visitors, ensuring optimal usage of parking facilities.
• Coordinate landscaping services to ensure the building’s outdoor areas are well-maintained and aesthetically pleasing.
• Ensure that landscaping services meet company standards and are performed on a regular schedule.

7. Staff Vehicle Allocation and Office Vehicle Pool:

• Manage the allocation of company vehicles to staff for official use, ensuring fair and efficient distribution.
• Facilitate the office vehicle pool by tracking vehicle usage, scheduling maintenance, and ensuring vehicles are available when needed.
• Coordinate with HR and management to ensure appropriate use of company vehicles and resolve any transportation issues.
• Vehicle Maintenance: Oversee the regular maintenance and servicing of company vehicles to ensure they are in good working condition. Ensure timely repairs and keep service records up to date.
• Vehicle Insurance: Ensure that all company vehicles are insured and that the insurance is renewed promptly. Maintain records of insurance policies for all vehicles.
• Governmental Documentation: Ensure that all company vehicles have the required governmental documentation, including vehicle registration and roadworthiness certificates, and that they are up to date.
• Fuel Management: Monitor fuel usage, maintain fuel records, and ensure that vehicles are fueled according to company policies. Coordinate fuel procurement and oversee fuel usage within the company fleet.

8. Budgeting and Cost Control:

• Assist in budgeting for facility-related expenditures, including maintenance, repairs, and operational costs.
• Track expenses and maintain cost-effective solutions for building operations.
• Prepare and manage financial reports related to building and facility management.

9. Collaboration with Other Departments:

• Coordinate with IT, HR, and Finance departments to support the functional needs of the building and its occupants.
• Assist in organizing company events, meetings, and conferences held at the facility.
• Support HR with office space planning, employee seating arrangements, and onboarding logistics.

10. Record-Keeping and Reporting:

• Maintain records of building activities, including maintenance logs, vendor contracts, and facility usage.
• Prepare regular reports on building operations, costs, and improvements for senior management.
• Assist with internal and external audits as required.

 11 Canteen Management:

• Oversee the operation of the company canteen, ensuring that it provides healthy, affordable, and quality food options for employees.
• Manage vendor relations with the canteen service providers, including contract negotiations and performance monitoring.
• Ensure the cleanliness and hygiene of the canteen area and coordinate with the food service team to maintain high standards.
• Monitor employee feedback regarding the canteen services and suggest improvements.
• Oversee the canteen’s budget, ensuring cost-effectiveness and compliance with health and safety regulations

12. General Administrative Support:

• Perform general clerical tasks related to building operations, such as filing, document organization, and handling correspondence.

Assist with other administrative duties as required by the facilities or management teams