Job Description
Maintain good infrastructure and cleanliness in local offices and warehouse
• Maintain appliances, equipment, security gates, plumbing, electrical and irrigation systems in good working order.
• Faults are repaired i.l.w. service standards and to budget
• Relevant and timeous communication with staff
• Liaise with local landlord
• Ensure infrastructure repairs are carried out when risks are identified i.l.w. health & safety standards.
Maintain good infrastructure in all regional offices
• Coordinate maintenance/repairs with regional offices.
• Ensure health & safety is adhered to (posters, first aid kits, communication, reporting to H&S Committee).
• Manage lease agreements for all offices
Maintain security
• New staff issued with office keys and remotes, and recovered when staff leave
• Liaise with security provider and action security breaches
• Train new staff on alarm and security procedures
Manage kitchen, cleaning and stationery supplies
• Orders placed with suppliers
• Stationary stock maintained according to list
• Cleaning and kitchen supplies available
Manage facilities budgets
• Process supplier invoices
• Keep costs within budget
• Control and report on budgets.
• Draft tenant and landlord budgets.
Liaise internally on seating/space requirements
• Seating is properly fit out and available on time
• GTSD is advised of computing needs
• Internal consultation and meetings
• Reasonable project plans and timelines
Supervise building/renovation projects
• Coordinate with external contractors
• Projects are executed with minimum disruption, on time and within budget
Manage company archiving activities to retention standards
• Coordinate archiving with personal and publishing assistants
• Keep file storage indexes updated and liaise with provider
• Ensure appropriate records are kept/destroyed
• Train staff in archiving procedures
• Communicate updated retention procedures
• Advise staff on efficient filing systems to save space
Support social committee to arrange regular and suitable events
• Train committee members in procedures
• Host smooth running events that are well attended
Evaluate structure and resourcing levels and recruit talented employees
• OUP employment equity targets considered (division)
• Vacancies filled within 4 months or less
• Job descriptions relevant and up to date
• Work and projects delegated effectively
• Succession plans in place
Identify training needs and implement development plans
• Regular discussions about individual and team needs
• Identify and book suitable training opportunities
• Ensure training and knowledge is applied
• Recommend promotions where appropriate
Manage performance, discipline and employee relations
• Communicate clear goals and give accurate and timeous feedback on performance.
• Review goals and learning plan twice per year
• Grievances and complaints resolved
• Disciplinary offences managed
• Employee satisfaction assessed, corrective action taken
• Salary increase recommendations made as required