Office & Compliance Manager

1 week ago

Johannesburg, South Africa Edge Growth Full time

**Job purpose**:
The purpose of this role is to provide a fit for purpose office experience which enables productivity and supports the business in achieving its goals and objectives. It also includes providing efficient and effective compliance support at a group level.

**Core activities**:
**Office and Facilities Management**
- Ensure physical building infrastructure is functional, fit for purpose & working effectively
- Manage and ensure physical building repairs & maintenance
- Accountable for fulfilment of physical office support, reception and cleaning duties on weekdays
- Purchase, manage & maintain office equipment, furniture & fittings
- Ensure office consumables are fully stocked at all times
- Manage, maintain & procure office security systems and access control
- Conduct & Manage operational and IT On/Off boarding of new joiners
- Ensure effective budget management and adherence to all financial, invoicing & procurement processes
- Manage & maintain office safety standards inline with OHS standards
- Manage office admin, reception and cleaning staff
- Ensure maintenance of clean office environment at all times
- Manage, maintain & Procure office equipment, furniture & fittings
- Conduct daily start and end of day inspection on all IT equipment, office equipment, furniture & fittings to ensure they are working optimally
- Maintain and update records of office equipment, furniture and fittings

**Filing and Knowledge/Information Management**
- Manage & maintain storage of all company documents
- Manage & maintain storage of supplier/service provider documents
- Be the company "go-to" person for finding any Edge related statutory & compliance documents
- Manage & maintain Sharepoint (SPO) folder & document structure
- Conduct monthly SPO/ filing audit and ensure clean-up of folders/ updating of files
- Manage & Maintain physical files and databases, ensure they are accurate and regularly updated
- Arrange Credit and Criminal Checks for investees and new joiners, as required

**IT Support and Systems Administration**
- Provide 2nd line IT support for any basic IT related queries and ensure necessary issues are logged with IT service provider
- Provide on the ground support for hardware, software & infrastructure related issues
- Provide systems admin support for all centralised IT systems & tools which Ops supports
- Ensure full understanding, familiarity & training on centralised IT systems & tools which Ops supports
- Provide incident management support - Liaise with IT supplier on any identified incidents, assist with trouble shooting, testing & drive resolution
- Provide IT systems testing support - Provide support for any IT Hardware, Software or systems testing that may be required
- Implement & maintain device management/Laptop lifecycle policies, processes & procedures
- Maintain Insurance schedule by communicating removals and additions to accounts & IT department for on/off boarding and updating the asset register
- Ensure all office IT hardware is fully operational at all times
- Stand-by reception and support as and when required

**Supplier Management**
- Run annual Strategic Supplier Review
- Ensure Strategic Supplier Management framework is communicated and being adhered to
- Ensure Supplier list is kept updated & BU’s are following the process correctly
- Manage Ops suppliers in accordance with Strategic Supplier Framework
- Co-ordinate collection of BEE certificates and ensure they are filed correctly and kept updated inline with supplier on-boarding pocess

**Compliance**
- Run annual Group compliance review, update obligations and ensure mediations are in place
- Ensure group compliance obligations are tracked, met and regularly updated
- Run annual BEE Audit
- Prepare for BEE Audit by obtaining required supporting documentation for auditors.
- Ensure BEE target setting & tracking throughout the year with 3rd party BEE consultant
- Run annual ops policy review, update obligations and ensure mediations are in place
- Ensure ops & IT policies are updated, saved and communicated
- Run annual POPI compliance review, update obligations and ensure mediations are in place
- Ensure POPI documents are updated, saved and communicated
- Ensure OHS obligations are met and implemented at group level
- Run annual OHS compliance review, update obligations and ensure mediations are in place

**Socio-economic Development**
- Ensure agreed Socio Economic Development (SED) beneficiary payments are made on a monthly basis
- Manage & Monitor SED spend against budget and ensure invoices & POP’s are collected and saved inline with BEE audit requirements
- Manage & maintain SED relationship with identified beneficiary NGO’s
- Plan, manage & commmunicate all SED events.
- Drive momentum and “bring to life” all SED events to build interest and traction

**Travel Management**
- Arrange, Manage & Support travel activities for Edge staff & consultants and provide efficient, friendly travel service

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