Administration Manager-Real Estate and Facilities (Mashre…

Job PurposeThe role includes providing leadership and direction to the Project and Construction Management, Facilities Management, Design and Engineering, Supervising Supply Chain Management and General Administration of MGN Pakistan.Key result AreasLead Admin and facilities team of MGN Pakistan.Purchase, Leasing Maintenance of: Goods and servicesOffice SuppliesStationaryHospitality, Hotels, Service Apartments, Travel Arrangements, Protocol Services, Airport Pick-up / send-off.Properties: Maintenance of all MGN premises directly or through the third parties.Identification of premises for leasing, outright purchase, lease negotiations and renewalsAll logistics associated with opening new premisesManaging all matters related to properties (owned, rented) including maintenance, repairs, insurance, rent collection, security and adherence to related regulationsGeneral Services:Repair of buildings, offices including relocation, planning, shifting, and coordination with all related services e.g. IT, Cabling, Electrical, builders, contractors, landlord, furnishing, interior designing, until the move happens and the office settles down.Inventory Management: Supervise warehousing and logistics, contracts with courier companies and ensuring remote working staff is completely equipped to perform their job responsibilities.Take complete ownership of MGN Pakistan’s all fixed assets (IT and Non-IT) and ensure SOPs are updated and aligned with the practice.Maintain updated list of Fixed Assets with the Insurance company. Liaison with insurance company to file claims of Fixed Assets.Responsible to look after overall Health, Security Safety of employees.Responsible for liaising with all government and regulatory departments which come under the ambit of administration. Ensuring all permits/licenses are upto date. Identify new locations / remote working space for MGNManagement of projects; fit out, renovation and relocation of new / existing MGN at best competitive cost and optimal utilization of resources / fixed assets. Ensure maintenance team attends to complaint with regards office premises and/or any other administrative requirements of remote working staff.Develop, implement and monitor Service Quality Standards and Supplier Quality StandardsEnsure maintenance / repairs of buildings in a cost effective mannerLiaise with owners of properties for existing / new location of branches / officesReview the terms and conditions of Tenancy Contract / obtain Legal Department opinion and arrange the issuance of rental paymentEnsure adherence to controls that governs the physical security and safety policies and standard operation procedures and disaster recovery plan.Manage the relocation / renovation projects to ensure smooth transfer at the minimal cost and optimal utilization of available resources / fixed assets.Monitor cost Liaise with Government authorities to ensure renewal of all licenses, permits and marketing promotions.Coordinate with law enforcement agencies and other relevant private security groups. Effectiveness of all the functions provided by the department.Preparing the estimate budget, real estate, reflecting project rationale, projected investments, revenues, expenses, breakeven periods and paybacks, approvals and signed off by delegated proper Business approvals prior to any commitments.Comply with MGN Pakistans policies for tendering, Selecting, appointing Ensure all contractual obligations are clear as to scope of work etc and terms and conditions cover Mashreq Banks interests.Manage the financial expenditure budgets of the project and monitors costs to ensure compliance with planned expenditure.Ensure compliance with legal, regulatory, Fire life safety and environmental issues.Coordination between various internal (Tech., Marketing, Financial control, Operations, Safety Security, Cash management and Legal ) external parties ( Vendors, Project Managers, Architects, Contractors, government bodies, Central Bank) to achieve successful completion of the projectOperating Environment, Framework and Boundaries, Working RelationshipsThe success of the job depends on understanding of the administrative needs of business, Authority Delegation Manual, Service Quality Standards, Supplier Quality Standards and local regulations related to the functions.Problem Solving:The nature of job is complex, varied and generally of non-routine nature involving cross functional and multi-vendor / user implications.As most of the job involve multiple customers / suppliers, the management of interdependency is always a challenge and delivering on time and budget to every bodys satisfaction is a real achievement which is more often a never ending challenging then a job.The need to adhere to policies and standards always creates impatience among the internal customers which, if not handled properly, can lead to dissatisfaction despite a job well done.Managing expectations is the biggest challenge. Proper coordination in case of mu