Administrative Executive – Facilities & Compliance

About the role

The Administrative Executive will be responsible for overseeing the physical infrastructure, resources, and compliance activities across multiple retail locations. This role ensures that stores, offices and warehouses are maintained to high standards, that vendor relationships are effectively managed, and that all documentation complies with legal and company policies.

Key responsibilities

• Oversee maintenance and repair of physical infrastructure, including stores, offices and warehouses.
• Ensure health and safety regulations are met and safety equipment is functional.
• Coordinate with external vendors for building maintenance, security, cleaning and other services according to contracts.
• Plan and manage store renovations, expansions and interior changes, maintaining a schedule calendar.
• Conduct bi‑monthly audit visits, report findings to senior management and recommend corrective actions.
• Manage allocation and utilization of resources such as vehicles, HVAC equipment, signage and other assets.
• Supervise procurement, maintenance and quality control of office supplies, equipment and furniture.
• Oversee facilities staff performance and manage vendor issues as they arise.
• Maintain and renew contracts, licenses and regulatory filings, ensuring timely compliance.
• Implement a robust documentation system for easy retrieval and conduct regular audits for accuracy.
• Negotiate vendor contracts, monitor performance against service level agreements and handle disputes.

Required profile

• Proven experience in facilities, resource and vendor management within a multi‑site or retail environment.
• Strong knowledge of health, safety and regulatory compliance requirements.
• Ability to plan and coordinate renovation projects and manage audit cycles.
• Excellent organizational skills with a focus on documentation and contract administration.
• Effective communication and negotiation skills for vendor and stakeholder interactions.

Required skills