Facilities and Admin Senior Specialist

The Facilities & Admin Specialist role is a strategic and operational contributor that ensures organization’s workplace remains efficient, safe, and aligned with business objectives. It offers a meaningful opportunity to support the organization’s mission while building a strong foundation for career growth in facilities and administrative management.

Position Responsibilities

Facilities Management

• Monitors the planning, coordinating, and supervising facility operations across all office locations.
• Monitor building systems (HVAC, electrical, plumbing, security, fire safety) and coordinate repairs and preventive maintenance.
• Oversee cleanliness, sanitation, and workplace safety standards.
• Manage space planning, office layout changes, and workplace optimization initiatives.
• Lead minor and major facility improvement/ renovation works.
• Assist with inspections, compliance audits, and government regulatory requirements.
• Annual renewal of government regulatory permits.
• Oversee and assess IFM team’s performance and KPI.
• Monitoring of monthly utilities consumption.
• Performs both administrative and operational oversight, including policy implementation, vendor performance management, and cost optimization.
• Independently lead initiatives, streamline workflows & processes, and provide management-level reporting.
• Recommend improvements, process enhancements, and cost efficiencies.
• Act as the point of contact for internal teams regarding facility/admin requirements.

Administrative Management

• Oversee asset inventory, and procurement of administrative materials.
• Monitoring of monthly supplies consumption.
• Billing invoice processing.
• Ensure proper documentation, keeping, and adherence to administrative policies.
• Cafeteria Management.

Vendor & Contract Management

• Support selection, and management of suppliers, service providers, and contractors.
• Monitor service contracts for renewal.
• Review invoices, validate service delivery, and recommend cost-saving initiatives.

Health, Safety & Security

• Collaboration with Health and Safety team for implementation of safety policies, emergency procedures, and disaster preparedness plans.
• Collaboration with Health and Safety team for the safety drills in compliance with occupational safety standards.
• Support the monitoring of building access, security systems, and incident reporting.

Budgeting & Reporting

• Assist in preparing the facilities and admin budget and monitoring expenses.
• Maintains and update budget utilization tracker.
• Project Tracker monitoring and update.

Required Qualifications:

• Bachelor’s degree in Engineering (Mechanical, Electrical, Civil, Engineering, or related field.
• Minimum of 5 years’ experience in BPO, facilities management, building maintenance or property operations.
• Strong knowledge of Mechanical, electrical and structural systems.
• Excellent leadership, communication, and organizational skills.
• Able to work independently with minimal supervision.
• Proficiency in MS Office and facility management software (an advantage).

Preferred Qualifications:

• Problem-solving and decision-making
• Vendor and stakeholder management
• Attention to detail and multitasking
• Leadership and team supervision
• Process improvement mindset
• Customer Service Orientation

When you join our team:

• We’ll empower you to learn and grow the career you want.
• We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.
• As part of our global team, we’ll support you in shaping the future you want to see.

About Manulife and John Hancock

Manulife Financial Corporation is a leading international financial services provider, helping people make their decisions easier and lives better. To learn more about us, visit https://www.manulife.com/en/about/our-story.html.

Manulife is an Equal Opportunity Employer

At Manulife/John Hancock, we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion or religious beliefs, creed, sex (including pregnancy and pregnancy-related conditions), sexual orientation, genetic characteristics, veteran status, gender identity, gender expression, age, marital status, family status, disability, or any other ground protected by applicable law.

It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Manulife/John Hancock policies. To request a reasonable accommodation in the application process, contact [email protected].

Working Arrangement