Administration & Facilities Manager – Container Terminal

Job Title : Administration & Facilities Manager

Department : Administration & Corporate Services

Reports To : Terminal Director / General Manager

Position Summary

The Administration & Facilities Manager is responsible for leading all administrative and facilities management functions within the container terminal to ensure safe, efficient, and uninterrupted operations. The role oversees office administration, facilities maintenance, accommodation and transportation services, security coordination, contractor management, utility services, asset management, and workplace health and safety compliance. The position plays a critical role in supporting terminal operations by maintaining operational readiness of buildings, infrastructure, and support services.

Key Responsibilities

Administration Management

• Manage all administrative activities supporting terminal operations and corporate functions.
• Develop and implement administrative policies, procedures, and service standards.
• Oversee office management, reception, document control, filing systems, and records management.
• Coordinate business travel, accommodation, transportation, and employee support services.
• Ensure effective management of office supplies, consumables, and company assets.
• Supervise administrative staff and outsourced service providers.
• Manage company housing, fleet administration, and employee facilities where applicable.

Facilities Management

• Oversee maintenance and operation of terminal buildings, administration offices, workshops, warehouses, gate facilities, control rooms, parking areas, and common facilities.
• Develop preventive and corrective maintenance programs for facilities and infrastructure.
• Ensure reliability and availability of utilities including power distribution, water supply, sewage systems, HVAC systems, and backup generators.
• Coordinate facility inspections and ensure prompt resolution of maintenance requests.
• Manage space planning, office relocations, renovations, and infrastructure improvement projects.
• Maintain facility asset registers and lifecycle management programs.

Contractor and Vendor Management

• Manage contracts for facility maintenance, cleaning, landscaping, pest control, waste management, catering, transportation, accommodation, and other support services.
• Conduct vendor evaluations and monitor contractor performance against service level agreements (SLAs).
• Negotiate service contracts and identify cost-saving opportunities while maintaining service quality.
• Ensure contractors comply with terminal safety and security requirements.

Health, Safety, Security, and Environment (HSSE)

• Ensure compliance with company HSSE standards, local regulations, and port authority requirements.
• Support implementation of emergency response, business continuity, and crisis management plans.
• Participate in safety inspections, risk assessments, and incident investigations.
• Ensure facilities meet occupational health and safety requirements.
• Coordinate with terminal security teams regarding access control systems, CCTV, perimeter security, and visitor management processes.
• Support environmental sustainability initiatives related to energy consumption, waste management, and resource efficiency.

Budget and Cost Control

• Prepare and manage the annual Administration and Facilities budget.
• Monitor operating expenditures and capital investment projects.
• Identify opportunities to improve efficiency and reduce operating costs.
• Generate periodic reports on budget performance, maintenance activities, vendor performance, and service delivery.

Stakeholder Coordination

• Liaise with terminal operations, engineering, finance, HR, procurement, security, and external regulatory authorities.
• Support audits, inspections, and certification activities.
• Ensure administrative and facility services effectively support 24/7 terminal operations.

Qualifications

Education

• Bachelor’s Degree in Business Administration, Facilities Management, Engineering, Operations Management, or a related discipline.
• Professional certification in Facilities Management, Project Management, or Health & Safety is advantageous.

Experience

• Minimum 7–10 years of experience in administration, facilities management, or operational support functions.
• At least 3–5 years in a supervisory or managerial role.
• Experience in ports, container terminals, logistics, shipping, industrial facilities, or large infrastructure environments is preferred.
• Demonstrated experience managing contractors, service agreements, and operational budgets.

Knowledge & Technical Skills

• Knowledge of port and container terminal operating environments.
• Understanding of building systems, utilities, infrastructure maintenance, and facility lifecycle management.
• Familiarity with HSSE regulations and risk management practices.
• Strong contract administration and vendor management skills.
• Budget planning and cost control expertise.
• Asset management and maintenance planning knowledge.
• Proficiency in Microsoft Office 365, CMMS, ERP, or Facilities Management Systems.

Behavioral Competencies

• Leadership and team management
• Planning and organizing
• Problem solving and decision making
• Stakeholder management
• Communication and negotiation
• Customer Service Orientation
• Continuous improvement mindset
• Ability to work effectively in a fast-paced 24/7 operational environment

Key Performance Indicators (KPIs)

• Facility availability and operational readiness
• Compliance with HSSE and regulatory requirements
• Budget adherence and cost optimization
• Vendor and contractor performance
• Timely completion of maintenance activities
• Employee satisfaction with workplace services
• Utility consumption and efficiency metrics
• Incident and non-conformance reduction
• Completion of facility improvement projects on time and within budget

Work Environment: Operational container terminal with administrative offices, workshops, gate complexes, yards, and support facilities. The role requires regular site visits and coordination with operational departments to ensure uninterrupted terminal support services.