Job Description

Administration:

• Preparing and signing invoices for payment in line with the departmental budget.
• Preparing and managing allocated budgets, including the regular analysis of variation reports.
• Reviewing and managing vendors / contractor KPIs and SLAs and ensure that these are referred to the Legal Department for feedback and approval and ensure that it meets relevant and applicable legislation.
• Putting together monthly reports for procurement of all areas necessary.
• Submitting Daily Tasks reports to the Managing Director and Head of Finance.
• Performing any other ad-hoc duties required by the Management Team.

Health & Safety:

• Conducting regular Risk Assessments and Accident and Incident reporting & investigation.
• Arranging Occupational Health and Safety testing and/or evaluations of the workplace by external agencies/consultants as may be necessary.
• Developing, implementing, and monitoring Company Occupational Health and Safety Policy, Programs, and Procedures.
• Ensuring Compliance with current Health and Safety legislation and/or regulations with the objective of ensuring that all reasonable measures are taken to protect the safety and health of staff, and visitors.
• Responding to fires and other emergencies on/or about the Company property.
• Coordinating the training of personnel in areas of safety, including Fire prevention and investigation, workplace inspections and other matters related to implementing safety procedures in Company facilities.
• Investigating and reporting on all serious/critical personal injury accidents occurring to clients, staff and/or visitors to the appropriate senior official, and to assist in the investigation of all accidents/incidents that result in substantial damage to Company property.
• Developing, reviewing, and updating appropriate sections of the Companys Emergency Procedures Manual.
• Issuing Hot Works Permit to Productions.

Employee Management:

• Managing the day-to-day activities and services offered by facilities employees.
• Ensuring all access points into the buildings/site are secured.
• Managing the Facilities personnel, Health and Safety and Driver/s and/or any other function that may be allocated to this portfolio.

Operations Management:

• Managing the driver/s ensuring that all transfers are booked and executed as per the schedule.
• Ensuring that the buildings are maintained and operated according to the communicated/ legislative standards which includes and not limited to the Occupational Health and Safety Act.
• Administering parking for visitors, management and staff.
• Ensuring all modes of transport are catered for in the parking lots.
• Managing outsourced security.
• Ensuring allocation and utilization of space and where re-organizing of space is required, consult the relevant stakeholders.
• Managing building projects as and when required (building renovations)
• Managing building services to tenants.

Compliance:

• Ensuring all contractors adhere to their stipulated KPIs and SLAs.
• Scheduling performance meetings with contractors.
• Ensuring contractual suppliers and contractors comply with the companys BBBEE strategy.
• Managing the overall Health and Safety and other regulatory compliance.

Procurement:

• Negotiating affordable prices with contractors and suppliers.
• Purchasing assets and equipment in line with budget.

Qualifications:

• National Senior Certificate - Essential
• National Diploma - Health and Safety / Facilities Management - Essential

Experience:

• Administration & Facilities - Management - 5 years

Competencies:

• Drivers License - Code EB; Articulated motor vehicle license - Essential
• Technology Proficiency - Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) - Intermediate
• Language Proficiency - English - Advanced

Technical Competencies:

• Accuracy / Attention to Detail
• Negotiation
• Managing Work
• Decision Making
• Information Monitoring

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