Office Manager

2 weeks ago

Johannesburg, South Africa Bidvest Facilities Management Full time

**ROLE PURPOSE**

Providing support to the Chief Operations Officer and Executive Management Team to effectively organize and manage areas under his / her jurisdiction and implement portfolio and operational strategy.
**MAIN OUTPUTS**

**Operational**
- Create and maintain preventative maintenance on the help desk
- Manage of contractors
- Conduct routine inspections, spot checks
- Liaise with BFM procurement department service and follow any procedures as required
- Logging of calls and follow up
- Maintain an approved list of contractors
- Financial: Review and report on monthly variance consideration
- Identify with Soft Services Inspections, areas for improvement

**General Administration**
- Manage Admin activities such as parking, refreshments, catering, booking of meetings and venue and taking minutes
- Filing and submission of all documentation
- Provide regular feedback to all relevant staff and stakeholders to ensure compliance with company policies
- Collate, distribute and control sensitive information and reports to authorized persons only
- Analyze, correct, consolidate and prepare all project related documents for reporting purposes
- Update all relevant control mechanisms to reflect current situation accurately
- Communicate challenges / concerns to relevant stakeholders timeously
- Assist in managing all areas of key customer relationships
- Adhere to the BFMs Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.
- Adopt and maintain ISO policy, procedures and standards for the site
- Implement any measures you may identify in accordance with the standards and procedures

**Health & Safety**
- Adhere to the BFMs Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position
- Adopt and maintain ISO policy, procedures and standards for the site
- Implement any measures you may identify in accordance with the standards and procedures
- Meet and maintain H&S Audit results of 75% per audit

**Reporting**
- Prepare presentations for Operations/relevant stakeholders when required
- Update and maintain all records, including guarantees, COC’s and approval documentation
- Compile and prepare statistics/reports ass and when required

**Adhoc**
- Undertake such any other responsibilities as directed by Management
- Responsible for further specific projects as delegated by the Executive

**QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE**

**_ The Applicant must meet the following requirements: _**
- Matric (Senior Certificate)
- National Diploma/Degree: Administration, Project Management or Business Management
- Valid SA Driver’s License
- 8-10 yrs relevant experience in a similar role
- MS Word, MS Excel, MS PowerPoint, MS Project & MS Outlook (Intermediate skill level)
- SAP knowledge

**FUNDAMENTAL COMPETENCIES**
- Business Acumen
- Decisiveness
- Display pursuit of excellence
- Maintain confidentiality
- Etiquette / Courtesy in Business
- Planning & execution skills
- Problem Analysis
- Demonstrate independence

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