Facilities Supervisor

5 days ago

Southern Suburbs, South Africa Pharma Dynamics (Pty) Ltd. Full time

**KEY RESPONSIBILITIES**

**Reception**
- Answer switchboard, screen and direct calls in a professional and efficient manner
- Take and relay messages & provide information to callers, ensuring an up to date knowledge of the company’s activities
- Greet and direct visitors
- Deal with queries as far as possible, or redirect to the correct department
- Organize meetings on request
- Attend to queries directed to Reception
- Oversee courier deliveries
- Collate and follow up on RSVP’s for functions
- Arrange deliveries, as per internal procedure
- Attend to any other responsibilities as required
- Maintain contact lists and update regularly
- When required, answer Gauteng switchboard and route calls as needed
- Update the Pimphony system with new and departing staff; log support queries with CBX and follow up as required.
- Arrange temps for switchboard when needed, including managing payment via petty cash
- Oversee meeting room calendar schedules and resolves conflicts or changes

**Budget Management**
- Managing and maintaining the following budgets and ensuring cost saving:

- Refreshments
- Repairs and Maintenance
- Opex budget (Lease holding improvements and Furnisher and fittings)
- Responsible for Petty Cash Management, ensuring recons are completed monthly

**Housekeeping**
- Manage the performance and attendance of the Johannesburg receptionist and three housekeeping assistants
- Liaise with housekeeping assistants to arrange beverages for visitors and for meetings
- Ensure that all kitchens are kept clean and well stocked
- Ensure that there is an adequate stock of water for the water coolers and orders replacements accordingly to an agreed schedule
- Ensure offices and meetings rooms are kept clean and tidy
- Oversee monthly stock takes
- Order groceries as required
- Identify where additional crockery / cutlery / kitchen appliances need to be purchased and obtain quotes
- Ensure setup for functions, meetings, training courses etc, and oversees that everything is set and tidied away at the end of the function

**Facilities Management**
- Oversee the management of facilities:

- Air conditioning
- Electrical and lighting
- Office and window cleaning
- Basement storage areas
- Furniture repairs and maintenance
- Premier security
- Plumbing, painting, blinds,
- Handyman repairs by Ricky etc.
- Any other items related to facilities
- Conduct regular walkabout checks (repairs) of the building
- Obtain quotes for repairs and maintenance activities and discusses with Senior HR Business Partner
- Maintain a weekly register of all facilities related activities
- Order, activate and deactivate tags as needed and liaise with the concierge
- Ensure the parking plan is followed
- Project management of any office renovations, inclusive of stakeholder management.
- Represent (as proxy) Pharma Dynamics at Body Corporate Meeting
- Ensure compliance with relevant legislation e.g. Occupational Health and Safety Act
- Oversee the management of PD Lease contracts

**Courier**
- Manage incoming and outgoing courier services via the set internal procedure
- Update the spreadsheet register in this regard

**Internal Events Management**
- Obtain Event Planning worksheet from departments (containing layout / requirements etc.)
- Project Management all internal events, inclusive of social committee events

**Wellness**
- Support the planning and execution of the annual wellness calendar and related activities.

**PRE-REQUISITES**
- Relevant National Diploma in Office Management and/or Facilities Management
- 2 - 3 years equivalent experience, gained in a corporate environment

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