Specialist, Facilities & General Administration

Overview

The Facilities & General Administration (FAC/GA) Specialist is responsible for administrative and financial support functions for facility operations and general administration. This role focuses on purchase coordination, expense processing, budget management, vendor invoice control, and expatriate (expat) support to ensure efficient and compliant business operations.

Responsibilities

(To perform within this position successfully, the incumbent must be able to perform each essential duty satisfactorily. Other duties may be assigned

 

Facility Administrative Support (Non-Technical)

• Process material purchase requests and support ordering for facility operations
• Prepare internal approval documents (PR, expense requests, justification forms)
• Coordinate with Purchasing for bidding and vendor selection processes
• Support facility-related documentation and tracking (non-technical scope)

 

Expense & Invoice Management

• Process and track facility-related expenses and payments
• Manage service vendor invoices, including verification, tracking, and status updates
• Ensure all invoices are properly documented and comply with internal policies
• Maintain invoice logs and provide regular status updates (daily/monthly tracking)

 

Budget Management & Planning

• Support annual budget planning and forecasting for FAC/GA operations
• Monitor budget vs. actual spending and identify variances
• Track ongoing expenses to ensure alignment with approved budgets
• Prepare budget reports and cost analysis summaries

 

General Administration (GA)

• Process travel and expense reimbursements and accounts payable
• Prepare purchase requisitions, check requests, and approval documents
• Develop and maintain KPI reports and operational summaries
• Coordinate company events and employee engagement programs
• Manage asset tracking and administrative databases

 

Expatriate (Expat) Support

• Coordinate expat onboarding and offboarding logistics
• Manage housing arrangements (lease, utilities, issue handling)
• Support vehicle (lease, insurance, registration) coordination
• Assist with visa and administrative compliance in coordination with HR
• Provide day-to-day administrative support for expats
• Track expat-related costs and maintain supporting documentation

 

 Vendor & Cross-Functional Coordination

• Act as a liaison between the facility team, vendors, Purchasing, and Finance
• Monitor vendor registration and onboarding status
• Ensure timely communication and follow-ups for approvals and payments

 

Reporting & Documentation

• Prepare reports, dashboards, and tracking logs (Excel-based)
• Maintain organized and audit-ready documentation
• Support internal and external audit requirements

 

AUTHORITY & SCOPE

Supervisory Responsibilities:

No

Qualifications

(The requirements listed below are representative of the knowledge, skills, and/or ability required and preferred for this position.)

 

Required Education & Experience:

• High School Diploma or GED required
• 1+ years of experience in administration, purchasing, or finance-related role

Required Knowledge, Skills, & Abilities:

• Ability to develop and implement Team Member involvement activities and events. 
• Proven interpersonal, communication, and time management skills. 
• Proven experience with Microsoft Word, Excel, and PowerPoint 
• Ability to audit invoices to ensure compliance with established contracts. 
• Ability to manage multiple projects simultaneously and meet required deadlines. 
• Proven ability to communicate verbally and in writing. 
• Proven ability to use good business judgement and make sound, timely decisions. 
• Ability to maintain confidentiality. 
• Demonstrated ability to work effectively in a diverse workforce. 
• Flexibility to work in a multilingual environment. 
• Proven ability to work independently when needed. 
• Must be goal-oriented, customer-focused, and results-driven.
• Must be willing to perform additional duties as assigned by the Manager/HOD to support business needs and operational priorities.
• Must be flexible to work overtime, weekends, and support urge