Office Manager - Sandton at The Heineken Company

KEY RESPONSIBILITIES

Perform Administrative and Contractual duties.

• Developing and implementing systems and processes to ensure the smooth operation of the building environment.
• Manage front of house/ reception in line with Heineken Beverages corporate standards
• Manage office concierge services.
• Manage Office driver.
• Ensure supplier data base is optimized in line with administrative function
• Manage staff shuttle services.
• Complying with Heineken Beverages SHE policies
• Manage both internal and external stakeholder expectations.

Establish and maintain systems to improve control and to maintain optimal services within the building

• Effective Stock control
• Implement cost-effective courier functions.
• Facilitate onboarding/ exiting of staff.
• Control administration budget via SRM/ SAP

Financial/ Budget Management

• Draw up an annual departmental budget.
• Manage expenditure in line with approved budget.
• Identify cost saving opportunities and implement them.
• Manage assets in line with Heineken global policy
• Prepare and submit capital expenditure requirement list.
• Responsible for overall departmental financial performance

Contract Management

• Perform regular audits on service providers.
• Manage office related external contractors.
• Cleaning and pest control
• Office Catering services
• Office bathroom Hygiene
• Air conditioning
• Security
• Office Shuttle Services
• Plumbing
• Ensure SLA’ for contractors are in place
• Monitor and actively manage the performance of the external service providers.
• Support security function with daily operational service delivery

Relationship Management

• Ensure effective relationships are cultivated:
• Landlord
• Service providers
• Internal and external stakeholders

Environmental Management

• Manage office waste in accordance with legislation and Heineken Beverages policy.
• Ensure external service providers are compliant with the Heineken environmental policy

General Administrative duties

• Managing space planning and churn
• Facilitating and arranging office events
• Collaborate with various departments on ad hoc requirements.
• Various Office Projects

People and Expectations

• Manage people development initiatives and people development processes such as performance management, succession planning and talent management to meet functional performance standards.
• Assess team development needs and close gaps through coaching, training and creating a pro-learning environment.
• Ensure operational team performance through effective management within policies and procedures to ensure achievement of standards/objectives.
• Ensure that recruitment, selection, and training of new staff, relating to turnover and growth, is carried out on time and in accordance with the recruitment and training plan.
• Perform side by side coaching with team to develop their skills in leadership pertaining coaching and development, contact center operations and problem solving.
• Ensure team monitor adherence to processes and procedures, review and agree recommendations on performance improvements, enhancements, streamlining and redesigning of processes.
• Leverage relationships between key stakeholders, customers and working groups through personal contact, meetings, and reviews of service level agreements to achieve buy-in in terms of total customer satisfaction.

EDUCATION AND EXPERIENCE

• Relevant Tertiary Qualification
• Thorough understanding of leadership skills, coaching method and people management
• Excellent conflict management and resolution skills.
• Excellent verbal & written communication skills.
• Excellent analytical skills.
• Understanding of financial principals and business management.
• Proven experience in managing a departmental budget.
• Excellent ability to facilitate and manage change.
• Innovative, resourceful, and self-disciplined.
• Excellent performance orientation coupled with strategic and entrepreneurial thinking.
• Excellent computer skills