Management• Manage office staff and site managers.• Recruit and select office/site staff.• Staff disciplinary action.• Orientate and train employees.• Provide on the job and other training opportunities.• Evaluate staff performance.• Coaching and disciplining staff.• General office management.• Maintaining of office equipment.Administration• Tender document preparation• Design and implement office procedures.• Monitor and record all long distance phone calls.• Prepare time sheets for all employees and sub-contractors.• Control correspondence.• Administrative assistance to MD.• Review and approve supply requisitions with finance manager.• Update organisational memberships.• Writing reports and publications.• Minutes of Board Meetings/board packs

Facilities Management• Management of maintenance related calls – logging, prioritisation, timeous resolution (500+ staff)• On site supervision of maintenance, technician and cleaning staff• On site supervision of external contractors• Management of contractor’s SLA’s• Implementation and execution of detailed building inspection list• Responsible for compliance with OHSA legislation • Co-ordinate all new staff requirements • Access card control management and reportingGeneral Administration• Responsible for supplier BEE status audit• Supplier statement reconciliation• Staff cell phone administration • Record keeping of job cards and supporting documents• Responsible for office consumables/office furniture• Supervision of print staff, mail room and drivers• Management of departmental attendance register

Management Supervision of staff (drivers/reception/admin/cleaning).Assign and monitor administrative/reception/clerical functions.Coaching and mentoring staff.On the job training and identifying other training opportunities.Planning and organising manpower to ensure continuity of service.Orientation and training of staff.Managing and reconciliation of petty cash (float R10 000 per week).AdministrationCo-ordination of meetings/refreshments and other requirements.Arranging off site workshops (including accommodation/travel).Collation and preparation of documentation for workshops.Organise office operations.Design and implement office procedures.Establishment of acceptable procedural/operational standards.International StaffSourcing suitable accommodation for international staff.Purchasing furniture for accommodation in line with SOPs.Arranging maintenance at houses.Finding suitable schooling for children of international staff.Arranging school transport of children of international staff.Arranging local induction and orientation tours for international staff.TravelBooking of tickets (international and national).Co-ordination of visa requirements.Co-ordination of forex.Arranging point to point transfers.

Diary management and associated logistics.Screening phone calls/e-mails taking messages.Agenda/minutes for operational and OHSA meetings.Assisting with managing mail room/front office/switchboard.Purchasing of office equipment (photocopiers/fax machines).Fault reporting for all photocopiers/fax machines in building.Management and payment of all invoices.Maintaining Art Register for BOE Killarney.On site supervision of maintenance/airconditionining/electrical/cleaning staff.Assisting with managing mail room/front office/switchboard.Management of staff in absence of facilities manager.Management of attendance register(leave/sick/compassionate leave forms)SAP – Materials Management/stock control/assetsStationery stock control.Daily monitoring of budget – investigating and resolving any variances.Budget reports daily monitoring of expenses.Processing of creditors invoices for paymentReconciliation of supplier accounts ensuring payment of suppliers.Inter-departmental journal recoveries.Logging and managing all helpdesk calls. (800 staff in building)Prioritising requests in terms of urgency and risk.Ensuring tasks are completed timeously.Liaising with contractors (internal and external).Co-ordination of internal office moves.Ensuring contractors comply to OHSA requirementsObtaining quotes from contractors for building maintenance.Liaising with tenants and ensuring their requests are attended to.OHSA administration and co-ordinationCo-ordination of shredding in line with SOPFunctions co-ordination experienceCo-ordination of all boardroom bookings (20 rooms)Auditorium/video conference and executive lunch room bookings.Ensure that setup is in accordance with customer requirementsMaintain inventory of facility/department equipmentSupervise all staff (internal and contractual)Maintaining of all OHSA files and documentation.Arranging training for all committee members.Purchasing and stock taking of all OHSA consumables.