Job Description

To strategically oversee and ensure the effective execution of office, furniture, and vehicle maintenance operations, with a focus on optimising turnaround times, operational efficiency, and compliance with quality standards. The role includes managing the procurement process by overseeing the selection and performance of service providers in alignment with the Firm's B-BBEE compliance protocols. Additionally, the manager is responsible for monitoring and managing cellular upgrades for partners, senior management, and operational requirements, in accordance with IT Steering Committee (SteerCom) directives.
Duties and responsibilities
1. MANAGE EXTERNAL SUPPLIERS & CONTRACTORS
Centre management

• Liaison and oversight with Centre Management's Operations Division

Housekeeping services

• Conduct daily operational briefings with the in-house Cleaning Supervisor in conjunction with the mailroom supervisor to ensure alignment on priorities and expectations.
• Maintain regular engagement with the Cleaning Supervisor in conjunction with the mailroom supervisor to ensure adherence to the agreed Service Level Agreement (SLA)

Pest control

• Oversee the scheduling and execution of pest control treatments for the Pretoria office by coordinating with the appointed external service provider.

Confidential document destruction

• Provide strategic oversight of the document destruction process by coordinating with the appointed service provider to establish and maintain an appropriate collection schedule (monthly or weekly, as required).

Air conditioning maintenance

• Maintain proactive liaison with Centre Management to address all air conditioning service and maintenance matters.

Carpet cleaning

• Liaise with the appointed service providers to confirm and manage carpet cleaning schedules.

2. KEY REGISTER

• Oversee the secure management of the key safe and key register, to ensure all access is logged, authorised, and traceable.

3. MAINTENANCE
Building maintenance and security

• Monitor and assess all reported malfunctions or breakages within the building, prioritising those that can be resolved internally before engaging external contractors.

Furniture

• Oversee the maintenance of accurate records of all furniture assets by providing timely updates to the procurement division.

Kitchenette equipment and hygiene

• Oversee the servicing and repair schedule of water coolers, vending equipment and other related equipment by coordinating with the designated service provider.

Firm equipment and signage

• Oversee the maintenance and servicing of all Firm-owned or leased equipment, small appliances and signage to ensure operational continuity.

Vehicle and bike maintenance

• Manage the overall maintenance and servicing schedule for all office vehicles and bikes in conjunction with the mailroom supervisor to ensure roadworthiness and operational availability.

Generator maintenance

• Oversee the maintenance and operational readiness of the office generator, to ensure it is always serviced and functioning reliably.

Tools and inventory

• Ensure the availability of appropriate tools and equipment required for in-house maintenance and repair tasks, supporting operational efficiency.

Administration

• Identify operational needs that may require external supplier or service provider support and communicate these to the Procurement Division.

4. TECHNICAL HELPDESK

• Provide overall management of the Technical Helpdesk function, ensuring efficient handling of all incoming service requests.

5. REPORTS

• Conduct in-depth analysis of relevant operational and administrative data to support strategic decision-making.
• Provide detailed information and statistical reports on the performance and incidents related to outsourced service providers.
• Provide data and statistics on completed building maintenance activities.
• Report on all inspections conducted within the reporting period, highlighting key findings and follow-up actions.
• Present monthly updates at OpCom meetings on vehicle maintenance expenses and related operational costs
• Present monthly updates at OpCom meetings on vehicle maintenance expenses and related operational costs.
• Provide regular updates on technical helpdesk activities, including the nature and volume of support requests.

6. STAFF MANAGEMEN

• Manage and support reporting staff members to ensure effective performance and alignment with departmental goals.

7. GENERAL ADMIN

• Cellular

• Be on call for all aspects relating to cellular issues, i.e. lost or stolen devices and connectivity
• Manage the cellular upgrade process for partners, senior managers, and departmental devices required for operational purposes.
• Ensure all upgrades are executed by the team in accordance with the Firm's approved protocols and IT SteerCom decisions regarding benchmark devices.

• Vehicles

• Be on call relating to all aspects of vehicle management i.e. accidents, stolen, etc.
• Oversee the annual renewal of office vehicle licenses and partners' private vehicle licenses.
• Monitor and ensure timely settlement of traffic fines, maintaining accurate records and compliance with legal requirements.

• Offices

• Act as second-in-command to the Chief Administration Manager, assisting with daily office operations including staff management, coordination of in-house catering services, and office space planning.

• Parking and Floor layout plans

• Oversee the updating of schedules when corrections are required and to be uploaded to Blue Ocean monthly
• Providing layout plant with proposed seating relating to 6 monthly CA rotation for partners approval

Skills and knowledge

• Good communication skills (verbal and written)
• Strong negotiation skills on all levels (internal and external clients)
• Strong understanding of urgency with a proactive approach
• Interpersonal skills on all levels
• Computer literacy
• General maintenance skills
• Administrative and organisational skills
• Ability to work individually as well as in a team
• Ability to manage and motivate team members/staff
• Ability to solve problems creativity in a safe manner
• Ability to anticipate reactions and outcomes
• Ability to work under pressure in changing circumstances and environments
• Analytical and critical thinking skills
• Focus on details and accuracy
• MS Office: Word, Excel, PowerPoint
• PDF & DWG Readers
• VSC Security Centre
• BMS Systems (Building management systems)
• SoftCon or similar access control systems
• Gate remotes and motors
• Principles of management and decision making
• Plumbing and electrical distribution board (DB) systems

Qualification/s

• Building and/or maintenance experience, preferably in a professional services environment
• Liaising with internal clients and outsourced suppliers
• Driver's license essential in a manual vehicle
• Matric/Gr 12
• Diploma in Project management
• Driver's License EB with zero vehicle restrictions
• Diploma in People management