- Facilities Administrator
- CB Group ( Caribbean Broilers)
- Clarendon
- Not disclosed
- Permanent full-time
- Updated 05/08/2026
- Annakay McFarlane
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The Facilities Administrator coordinates facility, procurement, administrative and support activities to ensure a safe, efficient and operationally ready-working environment.
The Facilities Administrator coordinates facility, procurement, administrative and support activities to ensure a safe, efficient and operationally ready-working environment. The role serves as a key link between Distribution, suppliers, contractors and support functions, ensuring facility requirements are effectively coordinated, documented and followed through to completion.
- Key Accountabilities
1.
- Facilities Administration & Maintenance Coordination
Coordinate day-to-day facility requirements to support a safe, functional and operationally ready environment.
Conduct routine facility walkthroughs, identify concerns and coordinate corrective actions with Maintenance and other responsible functions.
Track maintenance and facility issues through to completion, following up on agreed timelines and escalating overdue or critical matters.
Coordinate minor facility requirements and serve as the central point of contact for facility-related concerns.
Maintain appropriate records of facility issues, actions and completed works.
2.
- Procurement & Supply Administration
Coordinate the procurement of approved goods and services required to support facilities and Distribution operations.
Prepare and process requisitions, purchase orders, GRNs, invoices and supporting documentation in accordance with established procedures.
Manage the administrative invoice process from receipt and coding through approval and submission to Accounts Payable.
Maintain appropriate inventory levels of critical supplies, including PPE, stationery, tools, chemicals, cleaning supplies and operational consumables.
Coordinate with CB Stores and external suppliers to ensure timely delivery, resolve discrepancies and minimize operational disruptions.
3.
- Fuel Administration & Control
Complete required daily, weekly and monthly fuel reconciliations and reporting, maintaining accurate supporting records.
Coordinate fuel replenishment to support operational continuity.
Monitor fuel pump functionality and coordinate repairs or servicing with Maintenance or approved service providers.
Maintain fuel records and documentation required for reconciliation, management review and audit purposes.
4.
- Contractor, Supplier & Facility Services Coordination
Coordinate approved contractors and service providers supporting facility operations, including scheduled and ad hoc services.
Maintain supplier and contractor records, service schedules and relevant documentation.
Coordinate contractor access and service requirements with relevant internal functions.
Monitor service delivery, follow up on outstanding work and escalate recurring delays or performance concerns.
Verify completion of services and support the processing of related documentation and invoices.
5.
- Facility Compliance, Safety & Operational Readiness
Support facility inspections, service schedules, documentation and other administrative compliance requirements.
Coordinate with HSE, QA, Maintenance, Security and other responsible functions on facility-related requirements and corrective actions.
Track actions arising from inspections, audits, walkthroughs and management reviews through to closure.
Monitor scheduled servicing and inspection requirements and coordinate with responsible functions ahead of due dates.
Escalate facility conditions that may present safety, compliance or operational risks and support emergency preparedness activities as required.
6.
- Administrative & Management Support
Provide administrative and coordination support to the Senior Manager and Distribution Management Team.
Coordinate routine administrative requirements, including employee onboarding support, staff lunch arrangements and facility-related communication.
Coordinate designated meetings, including scheduling, minutes, action logs and follow-up on agreed actions.
Provide administrative and coordination support for management priorities, operational initiatives and assigned special projects.
Maintain appropriate confidentiality when handling operational, employee, supplier and management information.
7.
- Employee Engagement & Event Coordination
Coordinate approved staff meetings, engagement activities, celebrations and facility-wide functions.
Manage event logistics, including scheduling, catering, setup, supplies and stakeholder coordination.
Ensure activities are executed within approved budgets and organizational guidelines.
Support employee engagement, recognition and organizational culture initiatives.
8.
- Operational & Special Projects Support
Provide cross-functional coordination support for emerging facility and operational requirements.
Support assigned projects involving facility improvements, relocations, upgrades or operational changes.
Coordinate documentation, suppliers, timelines and follow-up actions for assigned initiatives.
Identify administrative or facility-support gaps and recommend practical improvements.
Respond to changing operational priorities while maintaining core administrative controls and responsibilities.
- Demonstrated Knowledge, Skills & Experience
Tertiary-level qualification in Business Administration, Supply Chain Management, Operations Management or a related field.
Minimum three (3) years’ experience in facilities administration, procurement, inventory management, operations support or a related function.
Working knowledge of procurement, inventory control, invoice processing and supplier/contractor coordination.
Knowledge of FMCG, warehousing and/or distribution operations.
Strong organizational, planning and time management skills, with the ability to manage multiple priorities.
Strong interpersonal, written and verbal communication skills.
Proficiency in Microsoft Office and relevant business systems.
Sound problem-solving skills with demonstrated ability to follow through and escalate issues appropriately.
Training in Good Manufacturing Practices (GMP) and awareness of workplace health and safety requirements.
- Ref: Facilities Administrator
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