Project Supervisor

2 weeks ago

Cape Town, Western Cape, South Africa AFMS Group Full time

Provide supervisory guidance to those on the Company contract. Ensure that shifting of staff is done correctly and aligned to the contractual hours.

Ensure that all station staff carry out and perform their duties strictly in accordance with the contract's Quality Management System encompassing:

  • The Company Rules
  • Customer Relations
  • Cash Management Procedures
  • Passenger Management Procedures
  • Security Procedures
  • Cleaning Procedures
  • Health and Safety Procedures

PRIMARY DUTIES

Staff Supervision

  • Weekly Project Status Report
  • Data Analytics
  • Monthly Performance Report
  • Assist KAM and Operations Manager as and when required
  • Supervise daily activities of the Shift Scheduling team
  • Supervise daily activities of the Office Administrator
  • Train and communicate new policies and procedures to Shift Schedulers and Office Administrator

Shift Schedule and Resource Attendance

  • Co-ordinate preparation of monthly shift schedule
  • Co-ordinate monthly shift schedule per staff member for distribution by functional area managers
  • Co-ordinate shift scheduling of staff required to attend training
  • Co-ordinate shift scheduling of staff at new stations
  • Co-ordinate shift scheduling of new trainee staff appropriately
  • Monitor and review biometrics system and shift schedule for staff discrepancies

Timesheet Co-ordination and Resource Attendance Report

  • Ensure timesheets are received daily and captured correctly
  • Review and approve timesheets and leave requests
  • Prepare Site Attendance Overview Report from Prof1T to Excel spreadsheet, check and rectify queries with the shift scheduling team on Fridays.
  • Highlight exceptions and provide the Site Attendance Overview Report to functional area managers for verification
  • Review and analyze weekly Site Attendance Overview Report on Wednesdays and present to HR Director
  • Generate and reconcile (including time and payroll calculations) the Site Attendance Overview Report and submit to HR Payroll on 21st of each month
  • Follow up on queries as and when received

Staff Transport Logistics

  • Co-ordinate staff transport requirements on Prof1T
  • Prepare and distribute schedules for transport service providers
  • Review and sign off transport service providers monthly invoices
  • Liaise with transport service providers as and when required for all staff to ensure accessibility

Asset Register

  • Maintain asset register with Technical FM

Health and Safety

  • Monitor and assist OHS Officer to ensure all relevant documentation is in place and various schedules are updated and maintained

Office Administration

  • Ensure procedures are adhered to for office administration activities by Office Administrator such as:
  • Monitoring procurement (stationery and general supplies)
  • Monitoring archiving
  • Monitoring office cleanliness
  • Minute-taking of AEM Operations meetings

SECONDARY DUTIES

  • Assist SS team as and when required
  • Event assistance as and when required

It should be noted that for operational reasons, it may be necessary for you to perform tasks other than those described herein from time to time

Prescribed procedures may be amended by management as and when required

Key Skills and Experience

Ability to establish and maintain effective working relationships with all staff
Good communication skills
Ability to stay calm under pressure
Methodical and thorough approach to work
Ability to prioritize tasks
Computer literacy
Demonstrates good judgment and reasoning when investigating and solving problems
Demonstrate the ability to tactfully handle difficult situations
Promote smooth interactions with other departments and foster good interdepartmental relations
Promote a high degree of morale and spirit of motivation within the office
Seek guidance and direction in the performance of responsibilities and duties
Work well with supervisor and all others in positions of authority
Consistently acts as a customer service representative for the company

People and Management Skill

  • Engages & Inspires
  • Supports High Performing Team
  • Build Self-awareness and Listens
  • Ability to multi-task
  • Analytical and quick thinking
  • Have a professional attitude
  • Problem-solving skills
  • Self-motivated and work independently
  • Take ownership of tasks

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