Facilities, Fleet & Administration Manager

Role Overview

Facilities, Fleet & Administration Manager at KONE, located in Saudi Arabia. This role leads end-to-end operations of Facilities, Fleet, Travel, and Administration across all KSA locations.

Company Overview

KONE is certified as a Top Employer and dedicated to a better world of work. The company is committed to fostering a great work culture and inspiring the highest standards of quality and efficiency by putting people first and creating a workplace that nurtures collaboration, diversity, growth and wellbeing.

Role Purpose

To manage offices, staff accommodation, vehicle fleet, travel, and administrative services across all KSA locations as Department Owner, accountable for the department's budget, cost optimization, savings, governance, and all related contracts and service providers.

Key Responsibilities

Operations & Department Leadership

• Run day-to-day operations of the department independently across all KSA locations, setting priorities, service standards and coverage.
• Act as Department Owner for Facilities, Fleet, and Administration in KSA: define local requirements, demand and service standards, and work with Purchasing Manager and Area Category Managers.
• Deploy region Facilities-related policies locally and develop KSA guidelines where no regional or global instrument exists: accommodation standards, parking, camp operations, travel, fuel control and office services.
• Provide full line management of the department and the Facilities team: resourcing and hiring, objective setting, yearly performance monitoring and review, skills development, discipline and separation, coverage and succession planning.

Contract & Supplier Management

• Own all department contracts locally across their full lifecycle: scope, SLA and performance terms, cost and commercial mechanisms, variations, renewal, extension and exit.
• Maintain the department contract register and ensure no service runs off contract.
• Manage supplier relationships and performance against contracted SLAs, run periodic supplier reviews, drive corrective action and escalate persistent underperformance.
• Work with the Purchasing team to run sourcing events and secure approvals.

Facilities & Accommodation

• Manage all matters relating to staff accommodation: licensing and dealings with government entities and regulators, inspections and regulatory compliance, daily operations, occupancy and employee welfare and needs, maintenance, cleaning, catering, security and utilities.
• Oversee leases, fit-out and office projects, maintenance, utilities, reception standards, courier, printer services and office supplies.
• Collaborate with HSE department to ensure all venues meet KONE standards.

Fleet Management

• Manage fleet register integrity, allocation, fuel control, maintenance, insurance, lease administration, disposal and deregistration.

Travel & Administrative Services

• Monitor travel booked through the mandated channel, policy compliance and spend monitoring.
• Deliver administrative services to a consistent standard across all sites.

Budget & Financial Management

• Own the department budget: planning, forecast, monthly review, accruals and variance explanation.
• Deliver annual savings targets.
• Ensure all department requirements are raised, approved and processed through the correct purchasing channel and within the Delegation of Authority.
• Ensure invoices, receipting and submissions to Finance are complete, accurate and on time.

Reporting & Stakeholder Coordination

• Build and communicate periodic reporting on the categories managed: spend, savings, budget variance, SLA and KPI performance, compliance status, occupancy and fleet utilization.
• Prepare and present management reporting to leadership.
• Work with Purchasing, Finance, HSE, HR and Operations to secure day-to-day business support.
• Coordinate with regional and global Category and Facilities teams on strategy and initiative rollout in KSA.

Qualifications & Experience

• Bachelor degree in Business Administration or related field.
• Minimum 7 years of experience in facilities management, including multi-site responsibility.
• Minimum 4 years managing specialists and administrative teams.
• Contract management experience: SLA governance, commercial terms, renewals and supplier performance.
• Working familiarity with Procurement & Finance processes.
• KSA regulatory understanding: labor accommodation, municipality licensing, and experience dealing with government authorities.

Skills & Competencies

• Basic skills in SAP or equivalent ERP.
• Microsoft Office proficiency and use of AI and LLM tools in daily work.
• Report building, data analysis and presentation skills.
• Excellent English and Arabic communication skills.

Additional Information

• Great dynamic team promoting a collaborative environment.
• Total reward elements that engage and motivate employees.
• Comprehensive learning and development programs covering a wide range of professional skills.
• Engaging job with position description and clear targets.
• Regular feedback through performance discussions.
• Opportunities for individual development.
• Mentoring and coaching programs.