Facilities & Workplace Services Manager

Recruiter:

Good Help Recruitment

Job Ref:

JHB000046/NP

Date posted:

Friday, August 26, 2022

Location:

Johannesburg, South Africa

Salary:

Market Related

JOB SUMMARY:
Introduction
A leading global Law firm which with offices in over 6 Countries is currently seeking a Facilities & Workplace Services Manager.

JOB DESCRIPTION:

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

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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