Junior Operations Manager

2 weeks ago

Pretoria, South Africa Metrofile (Pty) Ltd Full time

**ROLE PURPOSE**

To ensure effective management of operational processes in order to deliver services as contractually agreed with customers. To provide continued overall support to line management and the regional operations manager.

**KEY RESPONSIBILITIES **include the following. Other duties may be assigned.

**Process Management - Storage (Warehouse, Storage Processing and Active Filing)**
- Ensures operational throughput as per SLA agreement specific to box and file storage.
- Evaluates operational workflows and procedures to improve job processes on an ongoing basis.
- Ensures fast and effective retrieval of documents for delivery to clients as required.
- Ensures accurate and timeous location of files and boxes.
- Ensures optimisation of resources with respect to current workloads.
- Ensure compliance to lock down facility procedures.
- Drive required audits and ensures speedy resolution of queries
- Analysing of exceptions and work order reports (QC)

**Process Management - Distribution**
- Ensures maintenance and optimal usage of fleet vehicles and recommends additions or replacement of vehicles.
- Monitors and ensures that all vehicles conform to corporate identity guidelines.
- Ensure alignment of fast and effective collection and delivery of clients’ documents and records.
- Ensures strict adherence to distribution compliance protocols.
- Analysing of exceptions and work order reports (QC)

**Process Management - Vault**
- Ensure alignment of fast and effective rotational collection and delivery of required business back-ups to clients.
- Ensure alignment of the accurate capturing, retrieval, delivery, collection of client information.
- Ensures optimisation of routing to maximise vehicle capacity utilisation.
- Ensures that all ad hoc client requests are fulfilled in the most effective manner.
- Manages and ensures effective and efficient maintenance of Vault operational processes.
- Reports operational statistics and client related exceptions to the General Manager on a daily, weekly and monthly basis.
- Ensures that all client complaints and issues are resolved.
- Analysing of exceptions and work order reports (QC)

**Process Management - Facilities**:

- Ensures optimal management of the maintenance of all buildings, warehouses, facilities, gardens, grounds, equipment, etc.).
- Ensures that agreed work by staff and contractors has been completed satisfactorily and that there are no deficiencies.
- Ensures the sourcing of suitable suppliers and assists in negotiating pricing and service delivery.
- Ensures timeous response to operational emergencies such as electrical failures, water leaks, etc.
- Ensures safekeeping of all equipment (i.e. tools, ladders, etc.).
- Ensure compliance and service fulfilment by the contractors on-site.

**Process Management - Operational Health & Safety**:

- Ensures the compliance and continued management of Occupational Health & Safety.
- Ensure Health & Safety requirement for all warehouses, facilities, buildings to ensure the organisation has the most compliant, safe and suitable environment for its employees and their activities (i.e. from a health & safety and housekeeping aspect).
- Overall responsibility for inspections and non-compliance.
- Overall responsibility for vehicle safety and conducing of inspections of vehicles to ensure they are safe for staff to travel in and that necessary safety equipment is in order.
- Overall responsibility for all SafeCyte tasks & requirements.

**Process Management - Risk**
- Responsible for management of all aspects regarding operational risk,
- Manage the progress of the rectification of all issues identified during the regional operational risk audits and action certain items that were raised in order to mitigate the risks identified.
- Obtain full understanding of compliance system in use (SafeCyte) in order to audit non-compliance.
- Responsible for risk and compliance discussions with clients upon request of regional operations manager and the sales team.
- Assist the Regional operations manager with quarterly incident reporting.
- Investigate incidents/accidents to identify the root cause and provide guidance on the future preventative measures.
- Drive a strong well-informed culture of risk management awareness within the region.

**Process Management - Security**:

- Responsible for supervision of security of all sites, buildings & facilities on a 24 hour basis.
- Maintain and enhance company security and safety routines.
- Ensures security and monitoring systems are functioning at all times.
- Ensures that facility lock-up procedures are adhered to.
- Manages relationship with security supplier/s and their management.

**Process Management - General**
- Reports on all matters (incidents, facilities, etc), operational productivity to the regional operations manager on a daily, weekly and monthly basis.
- Ensures that areas under supervision comply with the OSH Act and housekeeping guidelines

**People Mana

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