Office Manager at Bidvest International Logistics

ROLE PURPOSE

• Providing support to the Chief Operations Officer and Executive Management Team to effectively organize and manage areas under his / her jurisdiction and implement portfolio and operational strategy.

MAIN OUTPUTS
Operational 

• Create and maintain preventative maintenance on the help desk
• Manage of contractors
• Conduct routine inspections, spot checks
• Liaise with BFM procurement department service and follow any procedures as required
• Logging of calls and follow up
• Maintain an approved list of contractors
• Financial: Review and report on monthly variance consideration
• Identify with Soft Services Inspections, areas for improvement

General Administration

• Manage Admin activities such as parking, refreshments, catering, booking of meetings and venue and taking minutes
• Filing and submission of all documentation
• Provide regular feedback to all relevant staff and stakeholders to ensure compliance with company policies
• Collate, distribute and control sensitive information and reports to authorized persons only
• Analyze, correct, consolidate and prepare all project related documents for reporting purposes
• Update all relevant control mechanisms to reflect current situation accurately
• Communicate challenges / concerns to relevant stakeholders timeously
• Assist in managing all areas of key customer relationships
• Adhere to the BFMs Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.
• Adopt and maintain ISO policy, procedures and standards for the site
• Implement any measures you may identify in accordance with the standards and procedures

Health & Safety 

• Adhere to the BFMs Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position
• Adopt and maintain ISO policy, procedures and standards for the site
• Implement any measures you may identify in accordance with the standards and procedures
• Meet and maintain H&S Audit results of 75% per audit

Reporting 

• Prepare presentations for Operations/relevant stakeholders when required
• Update and maintain all records, including guarantees, COC’s and approval documentation
• Compile and prepare statistics/reports ass and when required

Adhoc

• Undertake such any other responsibilities as directed by Management
• Responsible for further specific projects as delegated by the Executive

QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE

The Applicant must meet the following requirements:

• Matric (Senior Certificate)
• National Diploma/Degree: Administration, Project Management or Business Management 
• Valid SA Driver’s License
• 8-10 yrs relevant experience in a similar role 
• MS Word, MS Excel, MS PowerPoint, MS Project & MS Outlook (Intermediate skill level)
• SAP knowledge

FUNDAMENTAL COMPETENCIES

• Business Acumen
• Decisiveness
• Display pursuit of excellence
• Maintain confidentiality
• Etiquette / Courtesy in Business
• Planning & execution skills
• Problem Analysis
• Demonstrate independence

Closing Date 31 May 2023