Job Description

Job Summary

The incumbent will be responsible for the overall management and maintenance of the head office facility, ensuring to maintain the professional image of the office. Manages travel spend. 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.

Main KPA's

• Communicates with employees to ensure day to day satisfaction.
• 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.
• 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.
• Manage Parking allocations.
• Manage access control.
• Perform maintenance and light repairs.
• Perform routine landscaping on the grounds.
• Undertake light installation or carpenting (e.g. build cabinets).
• Assist with electrical, plumbing or HVAC repairs.
• Maintain and repair air conditioning and heating systems as required.
• 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

• Facilitate year end functions and other corporate staff functions e.g woman's day event (in consultation with HR)
• 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).

Travel Custodian

• Monitors spend and ensure the policies and procedures have been followed by all office administrators / assistants.

Expense Management

• Reconciliation of office management expenses in terms of:
• Company credit card.
• Petrol Claims & travel expenses.
• Personal expenses for SEB business.

People Management

• Management of the reception relieve schedule in consultation with custodians.
• Performance reviews of office receptionist and custodians.
• Identifying of skills gap and suggest relevant training courses for front office and custodians.
• 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 organisation's 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 be used/operated at all times.

Additional Requirements:

• Compiles and manages the technical service budget on all buildings within the portfolio.
• Guides and direct staff to achieve operational standards.
• Individually accountable for planning, coordinating and controlling all technical and facilities management activities.
• Implement and manage the OHSACT (OCCUPATIONAL HEALTH AND SAFETY ACT) requirements.
• Manages soft services and technical facilities to ensure a well-functioning building.
• Negotiates with and procures building soft services providers in accordance with company procurement policies to ensure that effective SLAs are in place.

Qualifications:

• Matric/ 1 Year Secretarial Diploma (Ideally BA Admin)
• 3 to 5 years' experience office/facilities management

Salt Employee Benefits

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