The OA’s responsibilities extend to all aspects of facilities management for the Cape Town office, infrastructure management, Occupational Health and Safety (OHS) and line management of the Office Support Coordinator.

The OA has a leading role in Covid-19 response compliance.

Reports to the Regional Director, South Africa. The OA may also report to other business units or central functions in London as required on a dotted line basis.

Main Duties and Responsibilities

The OA’s role is split into the following components:

Facilities and Office Space Management

  • Oversee and manage all aspects of office facilities to ensure continued quality of service
  • Oversee and manage all aspects of office space and communal areas to ensure functionality and cleanliness
  • Manage and continuously review relationships with facilities providers, contractors and suppliers
  • Manage office infrastructure projects including office moves and renovations as required
  • In association with the central operations team, manage office supplies, printing equipment and communications systems
  • In association with the HR manager, conduct office induction and onboarding activities

Building Management

  • Liaise with building management, letting agents and onsite contractors
  • Coordinate all maintenance and service activities of building appliances and physical structures
  • Ensure that the Covid-19 rental arrangements are managed appropriately

Line Management

  • Line management of the Office Support Coordinator with the following duties:
    • Day to day line management, oversight and duty of care
    • Work allocation, quality control and assurance
    • Reporting and career progression

Finance

  • Process local purchase/supplier invoices into Workday in line with group coding
  • Process payments (with approvals) in the banking system related to invoices and expenses
  • Co-ordinate use of the local expense management process through Workday
  • Manage and post movements of petty cash into Workday
  • Support Group finance with the annual audit
  • Provide forecast of cash outgoings of the office in line with supplier invoices, expenses, and payroll costs
  • Manage and monitor the group finance inbox
  • In association with the HR manager, managing local payroll checks and supporting HR with benefit administration

.Administrative Support

  • Maintain office management, facilities and OHS Share folders
  • Internal project management, such as arranging office presentations as required
  • In association with the Director, manage the office administration budget and contracts
  • ‘Meet and greet’ duties as required

Executive assistance

  • Diary management for the Director and HR manager
  • Support the Director and HR manager with ad-hoc administrative tasks, including:
    • Ensuring all onboarding and offboarding admin tasks are completed i.e. calendar invites to all individuals responsible for a new joiner, IT new starter forms, planning onboarding with the relevant Ops Administrator
    • Organising induction programmes for new employees
    • Assisting HR by keeping personnel records up to date
    • Supporting HR with the setting up of interviews

Covid-19

  • Lead on office compliance with Covid-19 health and safety regulations, including:
    • Monitor government timelines and advise on return to work plans
    • Ensure adherence to government Covid-19 risk assessment processes
    • Ensure that the appropriate hygienic measures are in place in the office
    • Manage the number of staff in the office
    • In association with HR, take steps to identify and protect vulnerable staff

Occupational Health and Safety (OHS)

  • Lead on all office OHS activities
  • Responsible for OHS compliance and reporting
  • Maintain the Facilities Risk register ensuring risks are identified and resolved

The role will be based in our Cape Town office.

Skills, qualifications & experience

The qualifications and experience required to perform this role successfully are:

Essential

  • At least 3 years demonstrable experience within an office and facilities administration role in a comparable organisation
  • English language fluency
  • Fluency with MS Office suite of services

Preferred

  • Experience as a line manager
  • Experience supporting payroll processes
  • Experience providing executive assistance
  • Occupational Health and Safety manager experience and certification
  • First Aid and Firefighting certifications and training

The individual will need to have the following key personal skills and attributes to perform successfully in this role:

  • Demonstrably excellent verbal and written communication skills
  • The ability to present information clearly in a group
  • Excellent planning and organisational skills
  • Excellent leadership and interpersonal skills
  • Excellent attention to detail
  • Proactive with a proven ability to work unsupervised and maintain a high level of performance
  • Expert problem solver
  • A can-do attitude

BENEFITS

  • Pension Fund: 5% employer contribution, matched by 5% employee Contribution
  • Group Life Cover: Comprises of Disability cover and Life insurance
  • Medical Aid: Subsidised medical aid
  • Eye Care: Reimbursement for Eye test and glasses
  • Leave: 23 holiday days per year which increases with service to a maximum of 28 days
  • Maternity Leave: 39 weeks paid
  • Paternity Leave: 6 weeks paid
  • Additional Offerings: Flexible Working Hours, Mental Health support through an inhouse Employee Assistance Program (EAP), training and development opportunities, as well as a formalised recognition program.

The successful candidate must have permission to work in South Africa by the start of their employment.

Contact

To apply for this role, please email your CV to recruitment@s-rminform.com.

S-RM nurtures a culture of equality, diversity and inclusion and we are dedicated to developing a workforce that displays a variety of talents, experiences and perspectives.