HR and Admin Supervisor

The Supervisor –HR & Administration primarily oversees the effective delivery of facilities (office and accommodations), office management, and workplace services. This role ensures operational efficiency, safety, compliance, and a positive work environment that supports employee productivity. He/she manages vendor relations, office and accommodation maintenance, office and pantry supplies management, and administrative services, aligning facilities operations with the organization's business objectives.

Facilities Operations & Maintenance

·       Manage day-to-day and office operations including maintenance, repairs, and utilities including pest control, air-conditioning services, repairs, and seasonal décor.

·       Ensure compliance with workplace safety, cleanliness, and regulatory requirements.

·       Supervise procurement and inventory of office and pantry supplies.

·       Oversee housekeeping to maintain a professional and secure workplace.

·       Administration & Vendor Management

·       Lead management of vendors and service providers related to the function.

·       Monitor service level agreements (SLAs) and ensure cost-effective, quality delivery of outsourced services.

·       Implement policies and procedures for administrative functions such as asset management, business card process, etc.

Finance & Payment Processing

·       Coordinate timely payment processing for:

o   Europcar and other vendor rentals/services

o   Insurance premiums

o   Office utilities (electricity, water, internet, etc.)

o   Staff accommodation utilities

·       Maintain accurate records of payments and contracts, ensuring alignment with Finance policies.

·       Track operational costs, identify efficiencies, and recommend improvements.

·       Ensure sustainability practices are applied to reduce costs and environmental impact.

Accommodation Management

·       Manage employee accommodation facilities, ensuring upkeep, utilities, and compliance with lease terms.

·       Coordinate move-in/move-out, repairs, and regular inspections.

Vehicle Management

·       Oversee company vehicles, including proper documentation, accountability forms, and usage monitoring in partnership with Procurement

·       Coordinate with insurance providers (e.g., Sterling) for claims, repairs, and renewals.

·       Ensure preventive maintenance and availability of vehicles for business use.

Change Management & Projects

·       Support office relocations, renovations, and workplace transformation projects.

·       Manage communications, vendor coordination, and employee readiness for facilities projects

Office & Accommodation Supervision

·       Lead, supervise, and provide direction to office and accommodation staff (e.g., helpers).

·       Oversee daily assignments, schedules, and performance to ensure smooth operations and quality service delivery.

·       Coordinate maintenance work, repairs, and improvements, ensuring timely resolution of issues.

·       Monitor staff attendance, discipline, and adherence to company policies.

·       Provide training, coaching, and feedback to staff to improve service and operational efficiency.

·       Manage resource allocation, including supplies and utilities, to ensure cost-effective operations.

·       Serve as the escalation point for staff concerns, ensuring issues are addressed promptly.

·       Prepare reports on staff performance, operational issues, and resource utilization for management review.

Business Partnership

·       Act as the primary liaison between the company and external vendors, service providers, and employees for HR-sponsored (i.e. CSR, townhalls, wellness programs) and/or employee-related events.

·       Coordinate with internal stakeholders and departments to ensure alignment of events with company goals, culture, and branding.

·       Oversee logistics including venue arrangements, supplies, equipment, catering, etc.

·       Gather post-event feedback and prepare evaluation reports to measure success and identify areas for improvement.