Facilities & Workplace Services Manager

Duties and Responsibilities

• Responsible for the facilities, messenger, administration, reprographics and reception team

performance management, facilitating career reviews and informal feedback meetings
arranging holiday cover, motivating and keeping up morale, identifying training needs and
facilitation of training courses, workload management and assistance, periodically
reviewing processes and procedures to maximise efficiency, interviewing, CV
analysis,producing business cases

• Project management of tasks - arranging resources and equipment, keeping to deadlines

and achieving project objectives

• Insurance – organising insurance for South Africa offices – yearly task, negotiating with

insurance representative, gathering information, completing various KYC questionnaires and
sourcing documents as requested by insurance companies, electronically saving and
distributing insurance policies once finalised to Risk and Marketing, periodically throughout
the year providing information and copies of certificates to teams on request.

• Managing vendors and service providers - contract negotiation, dealing with invoices and

reviewing work provided

• Management of premises and office equipment – floor inspections daily, arranging repairs,

scheduled maintenance, renovations, pest control, cleaning, replacement of faulty
equipment

• Escalation point for Africa regional offices – Cape Town, Johannesburg, Dar es Salaam
• Organisation of office and car park space – management of out of rota desk requests,

ensuring car park space is used correctly, monitoring office use and analysing data (when
required)

• Overseeing supply of office consumables – ensuring orders are kept up to date for

stationery, kitchen items etc

• BCP plans – part of the incident management team, keeping contact details up to date on

the business continuity plans, assisting with any work related to these plans as required

• Communicating changes in office procedures – working with global teams to discuss

planned changes and provide input from SA and implementation

• Writing and implementing policies (Health and Safety, travel, printing) – distributing and

uploading to intranet

• New employee induction – discussing housekeeping, health and safety etc with new joiners,

introducing yourself as a point of contact for office/admin enquiries.

• Supporting the Head of Real Estate management on new real estate projects and

refurbishments for all ME regional offices · Budget management – managing the facilities
budget, involvement in budget meetings and setting budgets for the year based on work to
be done

• Overseeing Health & Safety in the workplace -fire exits, fire wardens, first aiders, keeping

certificates up to date, desk space analysis to prevent or alleviate injuries, strains etc,
providing medical/ergonomic equipment

• Security of staff and our offices – ensuring doors are kept locked and unauthorised visitors

are not let onto the floors

• Deliveries/post – ensuring post and deliveries are tracked/distributed when they reach the

office, annual renewal of Post Boxes

• CSR – environmental issues such as recycling, waste management, reducing carbon

footprint

• External conferences and seminars – helping with set up, organising manpower and

resources, I.T equipment and stationery deliveries and collections, sourcing props and other
items to be used in team building activities

• Head of sports & social committee – arranging events, looking after budget, arranging

payments, chairing monthly meetings, assigning tasks and organisation duties
Reception

• Greeting guests, helping with queries · Managing room bookings to include catering, liaising with I.T. etc
• Answering and directing phone calls
• Arranging and managing messengers
• Receiving and sending post, DHLs and other deliveries
• Travel bookings for new joiners, leavers
• Arranging inter office travel for business services teams (I.T., Facilities)
• Arranging cars, taxis etc for visitors
• Coordinating invoices for travel and suppliers
• Coordinating hotel corporate rates
• Laundry
• General queries and assistance for all staff, including rectifying mistakes and correcting issues
• Coordinating floral displays

Facilities

• Carpark bookings
• Liaising with and assisting with building maintenance and security, suppliers and cleaners (in house and

external)

• Lifting & shifting
• Setting up and testing I.T. equipment
• Inventory of stationery, equipment
• Small office equipment maintenance
• Ordering stationery and other office supply/consumables
• Carpark bookings
• Airconditioning issues
• Sorting post/delivering internal post

Reprographics

• Photocopying
• Printing
• Scanning
• Laminating
• Liaising with external printers as required

Messengers

• Banking duties
• Deliveries of documents, IT equipment, chairs, conference and marketing items
• Collections of the same
• Managing petty cash
• Attesting documents at Embassies, MOFA etc