Administration & Facilities Manager

My client, a leading Property Developer with offices in Gibraltar, is currently looking for an Admin & Facilities Manager to join their growing team here.

Job Purpose:
The Administration and Facilities Manager is responsible for the overseeing and coordinating administrative operations and managing the upkeep, maintenance, and improvement of facilities. This role ensures the smooth operation of administrative functions, efficient facility management, and a safe, compliant productive working environment.

Key Responsibilities
Administration Management
• Develop and implement administrative systems, processes, and best practices.
• Manage office budget and track expenses.
• Perform administrative support tasks for internal meetings, company events, logistics, stationery, office supplies
• Manage procurement of office supplies and equipment, providing accurate POs and contract documentation.
• Responsible for maintaining the procurement log.
• Responsible for coordinating with with relevant staff to complete all required documentation for Work Permit applications (following Work Permit procedures & guideline) and submit to HR Gibraltar for review and final submission.

Facilities Management
• Responsible for maintaining the asset inventory, tracking of asset movements (transfer, disposals, repairs) and providing regular asset reporting.
• Responsible for office utilities and services (cleaning, security, mail, provisions).
• Oversee the maintenance, repair, and improvement of office facilities and equipment.
• Manage vendor relationships (cleaning, security, utilities, maintenance contractors).
• Plan and execute office moves, renovations and space planning in collaboration with stakeholders when required.
• Develop and implement sustainability and energy-saving initiatives.

Compliance
• Ensure compliance with company policies and relevant legislation.
• Ensure that health and safety standards and legal requirements are met across all facilities.
• Conduct routine inspections to ensure the offices are clean, safe and fully operational.
• Complete internal reporting (weekly/monthly) within deadlines.

Qualifications and Experience
• Bachelor’s degree in Business Administration, Facilities Management, or a related field.
• Proven experience (5+ years) in administrative and/or facilities management roles.
• Strong understanding of facilities management principles and workplace safety regulations.
• Familiarity with office management procedures and basic accounting principles.
• Proficiency in Microsoft Office Suite.
• Excellent organisational skills.
• Strong communication and interpersonal skills.
• Problem solving mindset with attention to detail.
• Proven multi-tasking skills.
• Language: English essential, Spanish preferred, other languages advantageous.

If you have the required skills & experience, please get in touch ASAP.

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