POSITION: Administration Manager, Al Dhahran HQ   SUMMARY

Purpose

The position oversees the provision of the full suite of administration support to Air Products HQ building in Al Dhahran, including its partner JVs. The role also acts as a senior representative of Air Products with local authorities and senior government officials. Also acts as the facilitator for social investment and responsibility activities.  

The incumbent is accountable for the effective operational facilities management of the building, including and not limited to FM contract management, Team management and development, measurement and management of vendors, budget forecasting and cost management, EH&S management, delivery of PPM and reactive repairs, delivery of FM projects (Office fit outs, office moves, M&E works), effective management of the drivers pool and fleet, management of the reception support and other tasks associated with smooth running of the facility.

PRINCIPAL ACCOUNTABILITIES

1. Administration &FM: 

People Management

1. Lead, motivate and develop the on-site FM team
2. Manage and measure performance of all FM vendors (including Cleaning, M&E, Fire safety, grounds maintenance etc.)
3. Manage the Landlord relationship

Financial

1. Develop the operational budget for the HQ building 
2. Effectively manage the operational costs
3. Develop capital investment plans to maintain and enhance AP asset value, efficiency and workplace environment
4. Manage the FM contract from end to end and ensure a full auditable report is maintained for all services provided and procured. 
5. Identify means to reduce admin costs using existing resources and support. 

EH&S

1. Ensure AP EH&S policies and procedures are implemented
2. Ensure appropriate inspection and testing regimes are implemented
3. Ensure evacuation arrangements are in place (procedures, Fire Marshals, First aiders etc.)
4. Oversee the site EH&S committee

Operational

1. Ensure PPM is performed on time and to specification
2. Ensure reactive repairs are performed on time and to specification
3. Ensure the workspace environment is maintained to a high standard via delivery of appropriate FM services
4. Provide Reception, mailroom and catering services

Projects

Take project briefs

Cost estimation with full collaboration with procurement 

Develop tender documentation and manage the tender process

Manage project execution to agreed standards, milestones and budget

Ensure required permissions / consents are obtained

Ensure project specific EH&S requirements are discharged

Customer interfacing:

Ensure a robust approach to seeking feedback from all occupants of the building and staff 

Provide a robust system to address improvement ideas 

Show highest level of customer centricity 

Manage all admin matters with integrity, respect and inclusion 

Collaborate with other department, such as HR, procurement, Security and EHS

On Government Relations

Ensure that they provide support on matters related to Air products site interface with the Government 

Support HR, legal and other teams as needed 

Ensure no overlap of the role with HR or other teams 

On Social investment 

Support establishing basic guidelines on events and sponsorships to be supported by the company

Act as interface with government bodies on all requests for sponsorship working with other teams such as HR, etc