Purpose of the role:

Responsible for the overall management and maintenance of the head office facility and or regional walk in centres ensuring the maintenance of a professional image of the office. Supplier liaison and coordination. Procures all equipment, furniture, groceries, and stationery for the head office. The incumbent will oversee the maintenance, safety and cleanliness of the office. Manage day to day of the office and coordinate service providers. Engage in a professional manner whether it be verbal or face to face. They will further, plan, coordinate and control all technical and facilities management activities on behalf of the company.

Areas of Responsibilities

Main KPAs

• Communicates with the management team to ensure day to day satisfaction and smooth running of the offices.
• Overall, responsibly for the maintenance of the SEB Head Offices.
• Complete general building cleaning and maintenance.
• Repair and paint doors, windows, walls, ceilings, roofs and other parts of the building (When and if necessary)
• Ensures safety and security of the building by interpreting and implementing safety standards.
• Ensures and manages the hygiene of building.
• Alert and attend to building emergencies as per the approved Emergency Protocol including the preparation of the relevant documentation.
• Respond to external queries (tenant / SP / Client, etc.) as per the approved SLAs.
• Ensures that office facility is prepared for meetings, events.
• Project manage all extensions and changes relating the office.
• Maintain and repair air conditioning and heating systems as require And or liaise with necessary service providers.
• Undertake duties as assigned or emergency tasks.
• Identify and report the need for major repairs.

Strategic, Planning and Reporting

• Month end reports must be submitted by the 1st and the 15th business day of every month.
• Prepare and submitting of budgets of office expenditure for approval.
• Planned maintenance schedule drafted once budgets approved to ensure that work is carried out timeously.

Internal Business Processes

• Oversees that building installations are done in accordance with the OHS act standards.
• Ensure that the procedure pertaining to planned maintenance as well as drafting a schedule of work to be implemented throughout the financial year are adhered to.
• Source quotations with reference to major maintenance and capital items, taking budget constraints into account.
• Attend to emergency maintenance issues within 24 hours and provide line manager with feedback within 24 hours of receipt of query.
• Provide feedback and discuss outstanding issues.
• Regularly review the preferred SLA status of the suppliers Hold regular meetings with soft service contractors to

Procurement

• Manages the stock levels of stationery and groceries including office refreshments.
• Procures office furniture and fittings, equipment and catering equipment as and when required.

Event Management

• Assist with the facilitation of functions and other corporate staff functions.
• Catering for all Exco, board and committee meetings (all departmental related catering to be done by respective Personal assistants e.g workshops, departmental strategy sessions etc).

Expense Management

• Reconciliation of office management expenses in terms of:
• Petrol Claims & travel expenses.

People Management

• Management of the reception and custodian schedule
• Performance reviews of office receptionists and custodians.
• Identifying the skills gap and suggesting relevant training courses for custodians and reception.
• Maintaining Performance Development Plans of all direct reports.
• Responsible for the equipment provided to you for use in your job role. This means you must ensure that equipment is used in accordance with any training provided, the organisations policies and procedures and the law and using, where applicable, any safety equipment or Personal Protective Equipment provided.
• Responsible for ensuring that the equipment you use is maintained and can always be used/operated.

Competencies required:

• Communication (Written and Verbal)
• English (Business writing and email etiquette)
• Judgement and Decision Making
• Working under pressure And Deadline driven
• Organizational skills / Planning and prioritizing
• Interpersonal skills
• Management of time
• Relationship Management
• Ability to deal with pressure
• Filing

Qualifications:

• Matric and of Office Management Diploma
• 5 to 7 years experience office/facilities management

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