Facilities and Office Supervisor

Job description

We are seeking a Facilities and Office Supervisor to ensure the effective operation of all hard and soft facilities across the organisation. This role reports to the head of department: Operations and is responsible for maintaining a safe, efficient working environment through best-practice facilities management, fleet oversight, and office supervision.

 Key duties and responsibilities 

 Facilities, maintenance and fleet management:

• Create a suitable environment for the purpose and needs of the facilities such as offices, office buildings, and residential properties.
• Develop and implement a facility management program including preventative maintenance and life cycle requirements.
• Plan and manage facility central services such as security, ad hoc cleaning, waste disposal and parking.
• Sourcing contractors and suppliers for repairs, maintenance, cleaning, renovations, waste disposal etc.
• Ensure vehicle maintenance and servicing, renewing of vehicles license discs and payment of ticket fines.

Health, safety and compliance:

• Ensure compliance with South African occupational health, safety, and environmental regulations. 
• Respond to emergency incidents or other urgent issues relating to facilities or health and safety.
• Ensuring compliance with all safety and security protocols.
• Coordinate training for occupational health and safety teams.
• Oversea occupational health and safety teams.

People, team and office supervision:

• Day to day management and supervision of the facilities team, including general assistants
• Working in partnership with managers and internal departments (e.g. HR, finance) for facilities related activities and to align facility operations with business needs.
• Periodically conduct performance reviews in line with TNC’s performance cycles.
• Staff support: Assisting in onboarding new employees, providing guidance to administrative staff, and ensuring employees have the resources needed to perform their roles effectively.
• Office operations: Overseeing office supplies, equipment maintenance, including vendor coordination and ensuring a safe work environment.
• Overseeing reception services

Contract and vendor management:

• Working in partnership with GCRL/COO/ Operations HOD in reviewing all lease agreements.
• Obtain quotes from vendors and suppliers.
• Calculate and compare costs for goods and services to maximize cost-effectiveness.
• Coordinate and monitor activities of contract suppliers

Reporting and documentation

• Prepare reports on facility performance and activities.
• Maintain records of maintenance activities, safety audits, and asset inventories. 
• Document all OHS related meetings and activities such as emergency drills, incidents etc.

Minimum qualifications and experience required: 

• Bachelor’s degree in facilities management, property management or a related field.
• Occupational health and safety certification.
• 2–5 years’ facilities management experience, with proven experience in safety, facilities and office services.
• Proven experience managing mixed-use properties (commercial/residential) and small fleets.
• Experience in stakeholder engagement and cross-functional collaboration.
• Understanding of the South African OHS Act, SANS codes and environmental laws.
• Strong vendor negotiation, organisational and team management skills.
• Excellent report-writing and communication skills.
• Proficiency in Microsoft Office.
• Valid driver’s licence and willingness to travel when required.

Advantageous: 

• Registration with SAFMA (South African Facilities Management Association) is desirable.
• Postgraduate qualification in project management or business management will be advantageous.

In accordance with our Employment Equity goals and plan, preference will be given to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto. Preference will be given to persons with disabilities. 
Applicants who have not been contacted within 4 weeks of submitting their application should assume that they have not been successful.

Posted on 21 Sep 15:26, Closing date 3 Oct