Assistant Manager Facilities and Administration

Key Responsibilities

• Develop and execute the facilities management and administration strategies that align with ADLs overall strategic business goals and objectives which involves collaborating with senior leadership team (SLT) to determine the best approaches for optimizing existing operations and driving growth. Develop implement and review operational policies and standard operating procedures
• Budgeting and Financial Management: Develop and manage annual budgets for all teams under facilities management and administration ensuring effective allocation of resources and cost control. Monitor expenses analyze financial data and assist senior leadership in making informed decisions to achieve ADLs financial targets
• Communication and Reporting: Provide regular updates and reports to senior leadership on the status of facilities management and administration achievements challenges and recommendations for improvement. This includes and is not limited to board papers quarterly board meeting presentations townhall presentations and bi-weekly SLT meeting presentations
• Cross-Functional Collaboration: Communication and collaboration between various central teams such as supply chain finance HR country offices GSOC Delivery
• Practice heads and the engineering office by conducting regular meetings to ensure alignment and cooperation to achieve operational excellence
• Support the execution of sustainability initiatives across Sri Lanka offices by monitoring energy water and waste data and assisting in the preparation and validation of ESG reporting requirements
• Ensure accurate data capture documentation and audit readiness in line with internal sustainability frameworks and external reporting standards while coordinating with relevant stakeholders to promote resource efficiency and environmental best practices
• Ensure compliance with industry standards regulations and company policies in all the country offices and various markets. E.g. ISO45001 (Occupational Health & Safety) ISO 27001 (Information Security Management System) and ISO 27701 (Privacy Information Management System) implementation & certification in Sri Lanka offices
• Risk Management: Identify and mitigate risks associated with facilities management and administration by working closely with Enterprise Risk Management team
• Maintain risk registers for each of the facilities management and administration teams encompassing comprehensive risk profiles assessment protocols and mitigation strategies
• Crisis management: manage crises that may impact facilities management and administration such as supply chain disruptions natural disasters or political instability by developing contingency plans and strategies to address potential disruptions and challenges to business continuity
• Drive the ISO 22301:2019 Business Continuity Management System (BCMS) implementation in Sri Lanka
• Define key performance indicators (KPIs) facilities management and administration and regularly analyze data to measure performance identify trends and make decisions for process improvement
• Recruit train and develop a diverse and skilled facilities management and administration. Provide leadership guidance and support to team members spread across Sri Lanka Indonesia & Malaysia
• Continuous Improvement: Lead initiatives to continuously optimize and enhance facilities management and administration operations
• Identify areas for improvement streamline processes implement best practices improve communication and drive process efficiencies to achieve higher levels of productivity and performance

Person Specifications

• A recognized bachelors degree or equivalent professional qualification
• 5 to 8 years of relevant working experience in facilities management administration or operations with exposure to budgeting cost tracking and basic financial management responsibilities
  
• Ability to determine needs within the company and connect groups to work together to solve problems as they arise
• Critical thinkers who can analyze situations and make decisions geared toward the companys best interests
• Ability to resolve conflicts as they arise between employees and set policies and guidelines on how to complete tasks
• Self-motivated and possess a strong drive to be challenged and to achieve with a strong willingness to learn
• Very strong organizational and leadership ability
• Excellent strategic thinking skills Strong time-management skills
• Proactive results oriented and ability to identify opportunities for positive change
• Strong written and oral communication skills proficiency in both English and Sinhala

Vendor submissions - 12 months