Admin & Facilities Coordinator - (6th October Plant & New Cairo Office)

Reports To: BUD - Egypt

Business Unit: ACCBC - Egypt

Function: Facilities & General Administration

Location: (6th October Plant & New Cairo Office), Egypt

Grade: TBC

Job Purpose

To provide structured administrative support to management - covering appointments, travel, presentations, and correspondence - together with invoice, courier, and pantry administration, while directly managing facilities operations including employee transportation, meal allowances, general facility upkeep not covered by the Maintenance team, and outsourced facility-service vendors. The role works alongside the Maintenance, Procurement, and HSE teams to ensure smooth office and plant operations and satisfactory service delivery across all assigned locations.

Operating Context

• The role operates across office and plant locations within ACCBC's Egypt facility at 6th of October City - a regulated, cost-disciplined, multi-department manufacturing and commercial environment requiring high coordination discipline across administration, facilities, and cross-functional support.
• The role covers a dual scope - general administration and facilities management - working alongside dedicated Maintenance, Procurement, and HSE functions, with clear hand-off protocols to each specialist function on technical, sourcing, and compliance matters.

Key Roles and Responsibilities

Section I - Administration

A. Management & Executive Administrative Support

• Support management with scheduling and coordination of appointments and meetings, arrange and coordinate travel logistics for management and employees (flights, hotels, visas, ground transportation), and prepare presentations, reports, and correspondence as required.
• Manage incoming and outgoing correspondence ensuring timely responses and follow-up, record and distribute minutes of meetings, and organise and coordinate workplace events and logistics - partnering with HR where relevant for engagement events, Ramadan Iftar, and similar activities.

B. Invoice, Documentation & Courier Administration

• Process and follow up invoice requests related to facilities, in-plant services, and DHL/courier charges - matching invoices to purchase orders or requests and routing for approval in a timely manner, while maintaining organised records of all administrative and facilities-related invoices and documentation.
• Coordinate DHL/courier shipments including dispatch, tracking, and documentation for office and plant - and track and follow up on payment status with Finance to ensure timely settlement.

C. Pantry & Office Supplies

• Manage pantry requests and replenishment across office and plant locations, coordinate office supplies and consumables, track usage, and minimise excess.
• Raise purchase and replenishment requests to Procurement and follow up on delivery to ensure timely availability of pantry items and office supplies across all locations.

Section II - Facilities

D. Facilities & Maintenance Coordination

• Directly manage all facility items and general maintenance not covered by the dedicated Maintenance team - including office and washroom cleaning, minor fixes, fixtures, and general upkeep - and coordinate with the Maintenance team on technical and engineering maintenance needs, logging, following up, and escalating repair requests as required.
• Coordinate with the Procurement team on facility-related purchase and vendor-sourcing requests - and coordinate with the HSE team on day-to-day safety observations, walkthroughs, and hazard reporting, escalating findings to the relevant function for action.
• Conduct regular checks on facility services to ensure quality and compliance with standards, escalating gaps as needed - and maintain office and facility standards to ensure an orderly, professional, and audit-ready environment at all times.

E. Meals, Meal Allowances & Future Catering Planning

• Process and submit employee meal-allowance requests and payments to Finance accurately and on time - and support planning for a future on-site cafeteria and catering service, including needs assessment, vendor and cost benchmarking, and rollout coordination once approved.
• Once catering is introduced: manage cafeteria operations and daily consumption covering usage, stock, and wastage; coordinate daily staff meal orders and the hot-meal and catering programme; and liaise with catering vendors on menu planning, quality, hygiene, and cost control.

F. Employee Transportation & Vendor Management

• Manage employee transportation services including bus routes, schedules, and contracts across locations - following up transportation contracts, renewals, invoices, and payments, and managing day-to-day vendor relationships for outsourced facility-service providers (cleaning, transportation, and catering once introduced).
• Conduct periodic employee satisfaction surveys on facility services (transportation, cleaning, meals and catering) and use feedback to drive service improvements - and coordinate and support office and site workers including office assistants, tea staff, cleaners, and drivers, covering daily task follow-up and monthly recaps.

G. Leadership & Visitor Facilities Support

• Prepare and set up meeting rooms and boardrooms for leadership meetings - ensuring readiness for seating, AV/IT, and refreshments - and coordinate facility readiness for leadership and VIP/visitor site visits covering access, parking, hosting, and catering arrangements.
• Act as the point of contact between the leadership team and the Maintenance, Procurement, and HSE functions for facility-related needs and escalations - and support leadership with on-site event logistics including town halls, offsites, and leadership meetings from a facilities and administration perspective.

Key Performance Indicators

Administrative Service Quality

• Timely and accurate scheduling of management appointments and travel arrangements
• Invoice processing turnaround time and accuracy
• Quality and timeliness of presentations, reports, minutes, and correspondence

Facilities & Vendor Performance

• Meal-allowance payments submitted to Finance on time - 100% on-time target
• Employee satisfaction survey scores for facility services (transportation, cleaning, meals/catering)
• Cafeteria consumption, stock, and wastage within target ranges (once catering is operational)
• Timely resolution and escalation of facility, maintenance, procurement, and HSE requests
• Vendor and outsourced-service performance and issue-resolution turnaround

Operational Efficiency

• Pantry and office-supply request fulfilment turnaround
• DHL/courier dispatch and documentation accuracy
• Regular facility-service checks and employee feedback surveys completed on schedule
• Effective coordination and hand-off with the Maintenance, Procurement, and HSE teams

Required Experience and Qualifications

Minimum Qualifications

• Bachelor's degree or Diploma in Business Administration or a related field.

Minimum Experience

• Minimum 3-5 years in an administration or facilities-support coordination role.
• Demonstrated experience supporting management with appointments, travel, and presentations.
• Proven experience managing outsourced facility-service vendors including cleaning, transportation, and catering.
• Experience processing invoices, matching to purchase orders, and tracking payments.
• Experience coordinating across multiple locations (office and plant).

Knowledge and Skills

• Excellent MS Office skills - Excel, Word, and PowerPoint - for reports, presentations, and documentation.
• Working knowledge of AI tools (e.g. Claude, ChatGPT) to support drafting, research, and productivity.
• Excellent command of English and very good command of Arabic; presentable, customer-facing manner.
• Very good communication, presentation, and team-working skills.
• Strong organisational skills and documentation discipline; able to maintain accurate records across multiple workstreams simultaneously.
• Strong coordination and stakeholder management skills for working alongside Maintenance, Procurement, and HSE functions across multiple workstreams.