Job Description

MAIN FUNCTIONS OF THE JOB INCLUDE:
Security

• Assist in overseeing daily security operations at head office and branches.
• Liaise with security personnel and branch managers to resolve security issues.
• Monitor guard performance, patrols, and monthly reports.
• Review and process security service invoices and payment requisitions.

Occupational Health & Safety

• Monitor and ensure compliance with OHS regulations through audits, site visits, and regular follow-ups.
• Coordinate and document quarterly OHS meetings, fire drills, and evacuation drills.
• Maintain up-to-date OHS signage and training records across all sites.
• Prepare and submit monthly and quarterly compliance reports to the Facilities Manager and Executive Committee.
• Track and follow up on all outstanding safety issues and audit queries.

Cleaning

• Monitoring daily cleaning operations to ensure service standards are met.
• Managing and controlling stock levels of consumables within budget.
• Coordinating additional cleaning services as needed.
• Maintaining daily staff registers and ensuring appropriate staffing levels.

Maintenance and General Maintenance of the Building

• Assisting in the coordination of building maintenance, including electrical, plumbing, HVAC, structural checks, and pest control.
• Conducting regular inspections of air-conditioning units, generators, UPS systems, and other critical infrastructure.
• Overseeing maintenance of CCTV, alarm systems, and garden services in collaboration with relevant departments and service providers.
• Ensuring compliance with service level agreements for routine cleaning, deep cleans, and external contractor services.

Parking Area Management including Company Pool Vehicles (Update in line with Supervisor)

• Managing parking facilities and ensuring accurate monthly fee collection and reporting.
• Maintaining cleanliness and order in basement and podium parking areas.
• Overseeing company vehicle maintenance, licensing, insurance claims, and servicing.
• Coordinating with Legal on vehicle-related incidents and managing vehicle acquisitions and disposals.
• Reviewing and authorizing auto card reconciliations and payment requisitions for vehicle expenses.

Office Administration

• Assisting with oversight of reception, switchboard, and general office support staff.
• Managing departmental registers, mail handling, and payment requisitions.
• Providing backup support for reception and switchboard when needed.
• Monitoring debit card usage and processing monthly accruals.
• Maintaining and updating the fixed asset register and related systems.

Courier & Document Services

• Coordinating local and international document, equipment, and goods shipments.
• Completing courier forms and maintaining a courier register.
• Tracking deliveries and reconciling courier service accounts.
• Reviewing courier service providers annually with the Facilities Manager.
• Assisting with the replication, collation, and distribution of documents as needed.
• Handling bulk photocopying, binding, and preparing Directors packs for meetings.
• Filing documents and maintaining photocopier equipment.
• Monitoring and reporting photocopier usage to Finance.

Stationery Management

• Ordering and purchasing office stationery, ensuring proper authorisation.
• Monitoring and reconciling stationery stock levels.
• Overseeing the ordering process via the Waltons system.
• Coordinating printed stationery orders for various departments and branches in collaboration with Marketing.

Travel, Accommodation and Car Hire

• Assisting with the booking of local and international air travel through the travel management company and TravelIT.
• Coordinating car hire and transportation for staff as requested by HR and departments.

Driver & Messenger Duties

• Conducting weekly checks on vehicles for roadworthiness, including oil, tyres, and cleanliness.
• Reconciling vehicle petrol card accounts and vouchers monthly.
• Handling the collection and delivery of documents, as well as transporting staff and management to meetings, branches, and the airport.

Mail Functions

• Sorting and distributing incoming mail, ensuring dual control and accuracy.
• Recording and processing all outgoing mail, including registered, priority, and bulk mail.
• Managing the franking machine, including daily reconciliation and arranging credits.
• Handling hand deliveries, ensuring they are registered and delivered to the correct departments.
• Allocating postage costs to relevant departments and maintaining organized records

Messenger Services

• Arranging postage and collection of mail to and from the Post Office.
• Reconciling postage and parking vouchers on a weekly basis.
• Monitoring and following up with local authorities to ensure no traffic violations for company vehicles.

Relief Duties

• Greeting and directing visitors to the appropriate staff, ensuring a professional first impression.
• Handling hand deliveries and courier parcels, ensuring proper registration and notification.
• Maintaining the cleanliness and organization of the reception area and entrance foyer.
• Monitoring the functioning of the reception area television.

QUALIFICATIONS

• BCom degree or relevant qualification
• Valid driver's licence

PREFERRED EXPERIENCE

• A minimum of 2-3 years within the facilities industry
• Project managements experience be advantageous

KNOWLEDGE

• Basic understanding and knowledge of electricity, electrical equipment an electrical installations
• Working knowledge of IT equipment, networking systems, and understanding of computer hardware
• Working knowledge of heavy equipment and machinery and the operation thereof
• Basic understanding of safety rules and regulations