Site Admin Manager

What you will do on your journey with WebBeds. As a Site Admin Manager, you will lead all administrative, facilities, workplace and site support functions, making sure the site runs efficiently, safely and effectively every day. You will oversee office administration, facilities management, vendor partnerships, workplace compliance, employee services, business continuity and site engagement initiatives. Acting as a strategic partner to business leaders, you will make sure workplace services support operational excellence, a positive employee experience and organisational growth, while leading and developing a team that delivers consistently high service standards.

Responsibilities

• Key responsibilities Site operations and administration: lead all day-to-day administrative operations, managing office resources, equipment, records and documentation, and driving operational efficiency and service excellence across all site support functions.
• develop, implement and continuously improve administrative policies, procedures and controls.
• oversee workspace planning and utilisation to support business needs.
• keep facilities safe, functional and professional, managing preventive and corrective maintenance programmes and monitoring utilities, building services, environmental conditions and space management.
• coordinate office renovations, expansions, relocations and workplace improvement projects.
• manage relationships with vendors, contractors, landlords and building management teams, negotiating contracts and service agreements that deliver cost efficiency and service quality.
• monitor vendor performance against agreed service level agreements, lead vendor reviews and drive continuous improvement initiatives.
• ensure compliance with company policies, workplace regulations and local statutory requirements, lead workplace health and safety programmes, and maintain business permits, licences, compliance documentation and regulatory records.
• coordinate emergency response planning, fire drills, evacuation exercises and crisis readiness activities, and investigate workplace incidents to put preventive actions in place.
• lead site business continuity planning and readiness, maintain workplace security controls, access management and emergency procedures, and coordinate responses to facility incidents and operational disruptions.

Site inspections and problem-solving

conduct regular site inspections, identify root causes of issues through active listening and critical thinking, and implement corrective actions where required.

Budget and financial management

develop and manage the annual site operating budget, monitor administrative and facilities expenditure, review and approve invoices and vendor payments, and provide regular forecasts and financial reporting.

Cost optimisation

identify opportunities for cost savings and operational efficiencies across site operations.

Employee experience and engagement

help create a positive, collaborative and inclusive workplace culture, partnering with HR and business leaders to deliver employee engagement initiatives.

Onboarding and workplace support

support onboarding and offboarding activities, including workstation setup and site access, and make sure employee facility and workplace concerns are resolved promptly.

Risk mitigation

partner with security providers and business leaders on risk mitigation strategies.

Leadership and team management

lead and develop administrative, facilities, reception and workplace services colleagues, setting performance goals and development plans, and providing coaching and mentoring.

Team accountability

drive accountability, service excellence and continuous improvement within the team. The skills we would love to see in your suitcase! 5 to 8 years of experience in facilities management, office administration, workplace services or site operations, including at least 2 to 3 years in a leadership or managerial role. Strong knowledge of facilities and workplace management, including health, safety and compliance management. Experience in budget planning and cost control. Proven vendor and contract management experience. Project management skills. Experience in risk management and business continuity planning. Proficiency in Microsoft Office Suite and workplace management systems. Strategic thinking, decision-making and problem-solving skills. Strong stakeholder management, communication and influencing skills. Team leadership and coaching skills. Experience leading change. A customer service orientation. Excellent written and verbal communication skills in English.