Overview
Admin & Facilities Specialist Jobs in Baghdad, Baghdad Governorate, Iraq at BALY
Title: Admin & Facilities Specialist
Company: BALY
Location: Baghdad, Baghdad Governorate, Iraq
Role Overview
The Admin & Facilities Specialist is responsible for overseeing the day-to-day operations, maintenance, safety, and optimization of company facilities. The role ensures a safe, efficient, and well-maintained work environment aligned with organizational standards and operational needs.
Key Responsibilities
- Facility/Hub Operations Management
- Oversee daily facility operations across offices/sites.
- Ensure cleanliness, maintenance, and functionality of all spaces.
- Manage workspace allocation and office setup requirements.
- Coordinate office moves, expansions, and layout changes.
- Weekly site visits to Baly facilities to guarantee QC and spot issues/perform preventative measures.
- Maintenance & 3rd Party Management (Coordination)
- Manage preventive and corrective maintenance schedules.
- Supervise third-party vendors (cleaning, security, maintenance, etc.).
- Ensure SLAs are met and vendor performance is monitored.
- Handle procurement of facility Admin-related services and supplies (Maintenance, cleaning, security, etc,…).
- Health, Safety & Compliance
- Ensure compliance with health, safety, and environmental regulations.
- Conduct regular safety inspections and risk assessments.
- Manage emergency preparedness plans (fire drills, evacuation procedures, protests).
- Maintain documentation related to compliance and audits.
- Budget & Cost Control
- Track and manage facility-related expenses and budgets.
- Identify cost-saving opportunities without compromising quality.
- Review vendor contracts and optimize spend efficiency.
- Asset & Inventory Management
- Maintain records of facility assets (furniture, equipment, etc.).
- Oversee inventory levels and replenishment of supplies.
- Coordinate asset maintenance, repair, or replacement.
- Stakeholder Support & Experience
- Act as the main point of contact for facility-related requests.
- Ensure high employee satisfaction with the workplace environment.
- Resolve facility issues in a timely and professional manner.
- Continuous Improvement
- Identify opportunities to enhance workplace efficiency and utilization.
- Support workplace experience initiatives and space optimization.
- Implement best practices in facility management.
- Hub Expansions
- Lead hub expansions across Iraq.
- Source appropriate venues for rent under optimal quality & cost conditions.
- Ensure that legal procedures such as contractual agreements take place with high accuracy and punctuality.
- Ensure that all hubs are furnished and stocked according to our Admin, Maintenance, and functional standards.
- Property Management & Landlord relations
- Ensure that all properties are running under satisfactory conditions for both landlord and company.
- Ensure that all landlord relations are under optimal conditions.
- Ensure that all properties have effective rental contracts.
- Ensure that all rental contracts take place soonest prior to contract expiry.
- Ensure that all Property renewals/rentals take place under optimal price conditions.
- Admin/Functional Alignment
- Ensure that all relevant stakeholders (Legal, Ops, HR, GR, IT, and Management) are provided routine updates in their respective domains.
- Ensure that all stakeholders receive routine updates during venue sourcing.
- Ensure to routinely liaise with all stakeholders during facility operations and address needs to facilitate functional performance & readiness.
- Security Staff Management
- Management of Security function across Baly facilities.
- Performing Security audits in all Baly facilities.
- Ensuring that all security equipment is running as expected (CCTVs, DVRs, Fingerprint scanner).
- Coordination and communication with 3rd party security providers.
Qualifications & Requirements
Education
- Bachelor’s degree
Skills & Competencies
- Strong stakeholder management skills.
- Operational planning and problem-solving abilities.
- Knowledge of health & safety regulations.
- Budget management and cost control.
- Previous experience in managing large-scale administrative teams
- Ability to handle multiple sites or complex environments..
- Microsoft Suite
