Highlands Drinks Limited Facilities & Administration Supervisor Jobs in Kenya
Key Duties and Responsibilities – Facilities Management
Coordinate preventive and corrective maintenance of buildings, offices, warehouses, utilities and Company assets.
Ensure facilities are safe, functional and maintained to the required operational standards.
Coordinate repairs, renovations, office fit‑outs and facility improvement projects.
Monitor utility consumption and support initiatives that improve cost efficiency.
Maintain facility asset registers and maintenance records.
Prepare maintenance schedules and ensure timely completion of planned maintenance activities.
Contractor and Vendor Management
Supervise external contractors and service providers to ensure compliance with contractual obligations, Company standards and statutory requirements.
Monitor contractor performance, service quality and compliance with agreed Service Level Agreements (SLAs).
Verify completion and quality of work before certifying invoices and processing payments.
Support Procurement in sourcing, evaluating and onboarding facilities‑related contractors and service providers.
Conduct regular contractor performance reviews and recommend corrective actions where service levels are not achieved.
Ensure contractors comply with Company health, safety and environmental requirements while on Company premises.
Office Administration
Oversee the day‑to‑day administration of Company offices and support services to ensure efficient business operations.
Supervise reception, office assistants, cleaners, drivers and other administrative support staff to ensure effective service delivery.
Ensure adequate availability and control of office supplies, consumables, furniture and office equipment.
Coordinate employee and visitor travel, accommodation, transport and logistics arrangements.
Manage meeting room bookings, visitor administration, courier services, incoming and outgoing correspondence, and office records.
Maintain an organised, clean and professional office environment that supports productivity and employee wellbeing.
Monitor administration expenditure and ensure effective utilisation of the administration budget.
Identify and implement opportunities to improve administrative processes, efficiency and service delivery.
Compliance, Health and Safety
Coordinate compliance with statutory requirements relating to facilities, buildings and workplace infrastructure.
Ensure Company facilities comply with applicable health, safety, environmental and fire safety standards.
Coordinate statutory inspections, certifications and licences relating to facilities and utilities.
Monitor and follow up on corrective actions arising from safety inspections, audits and risk assessments.
Maintain accurate records of statutory inspections, permits, certificates and compliance documentation.
Support SHE initiatives by ensuring facilities‑related risks are identified, reported and mitigated.
Liaise with regulatory authorities, contractors and internal stakeholders on facilities compliance matters.
Promote a safe, clean and compliant working environment across all Company facilities.
Budget Management and Reporting
Monitor facilities and administration expenditure against approved budgets and ensure effective cost control.
Prepare accurate monthly reports on facilities performance, maintenance activities, contractor performance, administration services and operational issues.
Analyse expenditure trends and identify opportunities to optimise costs without compromising service delivery.
Track and report key facilities and administration performance indicators.
Support the preparation of annual facilities and administration budgets and forecast expenditure requirements.
Monitor contractor costs and verify expenditure against approved contracts and service agreements.
Provide management with timely reports and recommendations to support operational planning and decision‑making.
Knowledge, Experience and Qualifications Required
Bachelor’s Degree in Facilities Management, Engineering, Business Administration, Operations Management or a related field.
Minimum 5 years’ experience in Facilities Management, Administration or Operations, with at least 2 years in a supervisory role.
Experience within a manufacturing, FMCG or logistics environment will be an added advantage.
Demonstrated experience managing contractors, service providers and facilities budgets.
Professional Qualifications
Certification in Facilities Management, Property
Management or Office Administration will be an added advantage.
Training in Occupational Health & Safety (OSH), Fire Safety, First Aid, or Emergency Response will be an added advantage.
Certification in Project Management, Contract Management, Procurement, or Vendor Management will be desirable.
Experience
Minimum of five (5) years’ relevant experience in Facilities Management, Office Administration, Property Management or Operations, with at least two (2) years in a supervisory role.
Experience in a manufacturing, FMCG, logistics or multi‑site operating environment will be an added advantage.
Demonstrated experience in coordinating preventive and corrective maintenance, facilities projects and contractor management.
Proven experience in managing office administration functions, including support services, travel coordination, office supplies and facilities operations.
Experience in managing service providers, monitoring SLAs and ensuring contractor compliance with Company standards.
Demonstrated ability to prepare and manage facilities and administration budgets, monitor expenditure and identify cost optimisation opportunities.
Experience coordinating statutory inspections, facilities compliance requirements and workplace health and safety initiatives.
Proven ability to analyse operational data, prepare management reports and recommend continuous improvement initiatives.
Proficiency in Microsoft Office Suite and experience using CMMS, ERP systems or other facilities management software will be an added advantage.
Competencies – Technical & Behavioural
Facilities Management – Ability to coordinate preventive and corrective maintenance programs, manage facilities assets and ensure uninterrupted operation of buildings, utilities and workplace infrastructure.
Contractor and Vendor Management – Ability to manage contractors and service providers, monitor SLAs, evaluate performance and ensure contractual compliance.
Office Administration – Ability to manage office administration, workplace services, travel logistics, office resources and support functions to ensure efficient business operations.
Budget Management and Cost Control – Ability to prepare, monitor and control facilities and administration budgets while identifying opportunities to optimise operational costs.
Health, Safety and Statutory Compliance – Understanding of occupational health, safety, environmental and statutory requirements relating to facilities management.
Asset and Maintenance Management – Ability to maintain facilities asset registers, develop maintenance schedules, monitor asset performance and coordinate lifecycle management activities.
Planning, Reporting and Data Analysis – Ability to prepare operational reports, analyse facilities performance, monitor KPIs and provide recommendations to improve service delivery.
System and Technology – Proficiency in Microsoft Office Suite and experience using ERP systems, CMMS or other facilities management systems.
Behavioural Competencies
Planning & Organising.
Customer Focus.
Accountability.
Problem Solving.
Attention to Detail.
Communication & Interpersonal Skills.
Leadership & Team Management.
Decision Making.
Continuous Improvement.
Integrity & Professionalism.
How to apply
For more information and job application details, see; Highlands Drinks Limited Facilities & Administration Supervisor Jobs in Kenya
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