Office Manager

2 weeks ago

Johannesburg, South Africa Heineken Full time

**We Go Places How about you?**
Immediate Superior: Facilities Manager
Location: Sandton
Function: Shared Service Centre
Sub Function: Office Services
Type of Contract: Permanent
Reference Number: 110413
- Closing Date: 15/05/2024

To manage the administrative services in a cost-effective manner to ensure an optimal work environment in line with the Heineken Beverages values. Ensure that policies and procedures are in place to allow for a streamline work/ administrative function.

KEY RESPONSIBILITIES
- Perform Administrative and Contractual duties.
- Developing and implementing systems and processes to ensure the smooth operation of the building environment.
- Manage front of house/ reception in line with Heineken Beverages corporate standards
- Manage office concierge services.
- Manage Office driver.
- Ensure supplier data base is optimized in line with administrative function
- Manage staff shuttle services.
- Complying with Heineken Beverages SHE policies
- Manage both internal and external stakeholder expectations.
- Establish and maintain systems to improve control and to maintain optimal services within the building
- Effective Stock control
- Implement cost-effective courier functions.
- Facilitate onboarding/ exiting of staff.
- Control administration budget via SRM/ SAP
- Financial/ Budget Management
- Draw up an annual departmental budget.
- Manage expenditure in line with approved budget.
- Identify cost saving opportunities and implement them.
- Manage assets in line with Heineken global policy
- Prepare and submit capital expenditure requirement list.
- Responsible for overall departmental financial performance
- Contract Management
- Perform regular audits on service providers.
- Manage office related external contractors.
- Cleaning and pest control
- Office Catering services
- Office bathroom Hygiene
- Air conditioning
- Security
- Office Shuttle Services
- Plumbing
- Ensure SLA’ for contractors are in place
- Monitor and actively manage the performance of the external service providers.
- Support security function with daily operational service delivery
- Relationship Management
- Ensure effective relationships are cultivated:

- Landlord
- Service providers
- Internal and external stakeholders
- Environmental Management
- Manage office waste in accordance with legislation and Heineken Beverages policy.
- Ensure external service providers are compliant with the Heineken environmental policy
- General Administrative duties
- Managing space planning and churn
- Facilitating and arranging office events
- Collaborate with various departments on ad hoc requirements.
- Various Office Projects
- People and Expectations
- Manage people development initiatives and people development processes such as performance management, succession planning and talent management to meet functional performance standards.
- Assess team development needs and close gaps through coaching, training and creating a pro-learning environment.
- Ensure operational team performance through effective management within policies and procedures to ensure achievement of standards/objectives.
- Ensure that recruitment, selection, and training of new staff, relating to turnover and growth, is carried out on time and in accordance with the recruitment and training plan.
- Perform side by side coaching with team to develop their skills in leadership pertaining coaching and development, contact center operations and problem solving.
- Ensure team monitor adherence to processes and procedures, review and agree recommendations on performance improvements, enhancements, streamlining and redesigning of processes.
- Leverage relationships between key stakeholders, customers and working groups through personal contact, meetings, and reviews of service level agreements to achieve buy-in in terms of total customer satisfaction.

EDUCATION AND EXPERIENCE
- _Relevant Tertiary Qualification_
- Thorough understanding of leadership skills, coaching method and people management
- Excellent conflict management and resolution skills.
- Excellent verbal & written communication skills.
- Excellent analytical skills.
- Understanding of financial principals and business management.
- Proven experience in managing a departmental budget.
- Excellent ability to facilitate and manage change.
- Innovative, resourceful, and self-disciplined.
- Excellent performance orientation coupled with strategic and entrepreneurial thinking.
- Excellent computer skills

The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we actively encourage and welcome people with various disabilities to apply. Heineken Beverages (South Africa) (Pty) Ltd) is committed to an organisational culture that recognises, appreciates and values inclusion and diversity. You must be fully eligible to live and work in South Africa to apply.

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