Gm: Office Admin and Operations

2 weeks ago

Stellenbosch Western Cape, South Africa Helen Wilson Recruitment Full time

**Salary: Basic plus benefits**

**Job Purpose**

In this role, you will take responsibility ensuring that compliance elements are met, monitored, and managed, as well as the smooth running of all administration and operations within facilities and the general services function of the business, together with internal and external stakeholders.

**Minimum qualifications and experience**
- Matric Certificate and demonstrated experience of at least 10 years in a similar role, with a proven track record in project management relating to general office admin and operations

**Technical competencies**
- Intermediate Excel proficiency
- Office 365 tools
- SAP
- CCTV and access control solutions

**Main responsibilities and duties in this position will include but are not limited to the following**:

- Occupational Health & Safety including Covid-19 workplace safety
- Workplace environmental health & safety, in line with government OHS regulations
- Creating and maintaining a safe, comfortable workspace for employees in accordance with policies and Code of Conduct
- Monitoring and assessing systems and practises to ensure they comply with industry and security standards, as well as corporate and regulatory policies and requirements
- Space planning, office renovations, ergonomics and employee wellness and related
- Ownership of BBB-EE, enterprise and supplier development, optimization exercises and data management
- POPI and PAIA for Sub-Saharan Africa and liaisons with Legal Counsel to ensure regulations are upheld
- Maintenance of Office App and SA website
- Management and maintenance of office building and liaisons with the Landlord
- Administrative support to Managing Director and leadership team
- General office support function, general communication, travel arrangements, expense claims, meetings, and business, client and staff events
- Petty Cash, general purchases and managing of budgets and CAPEX
- Promotion of company brand and corporate identity, planning corporate material
- Synergies with HR and I.T in terms of service delivery and creating efficiencies
- Managing and mentoring administration employees, intern and cleaning staff
- Community investment, donations and sponsorship
- Excellent understanding of the organization’s goals and objectives and implementation of same.

**Essential Skills**
- Demonstrated ability in formulating and managing budgets, strategy, and execution of associated projects.
- Knowledge of Asset Management.
- Knowledge of data protection operations and legislation (GDPR & POPIA).
- Excellent ability to formulate training material, train and support stakeholders; and ability to present ideas in user-friendly language.
- Experience in drafting policies and procedures.
- Experience with Business Continuity planning.
- Hands on working experience managing and completing multiple projects simultaneously, whilst collaborating with both internal and external resources.
- Agile, and able to multitask and work under pressure.
- Ability to prioritize effectively, with excellent time management skills.
- Planner with the ability to identify possible future obstacles, and problem-solving skills.
- Excellent written and verbal communication skills.
- Good interpersonal and organizing skills.
- Ability to handle conflict situations well and establish a plan/strategy that reduces future situations.
- Critical thinker with emotional resilience to overcome obstacles.
- Self-confident and self-assured approach with a positive attitude.
- Customer service focussed.
- Solutions driven and self-managed individual.
- Demonstrated experience managing and leading a team.

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