Office Services Team Leader - Tygervalley, Bellville at The Heineken Company

Key Responsibilities:

Reception 

• Receive all visitors in a professional manner. 
• Arrange Internet access for external visitors.

Meeting and Events 

• Manage and co-ordinate meeting room bookings via Outlook, for internal and external customers.
• Assist with setting up meeting venue equipment, refreshments and stationery supplies as per requirement.
• Organizing catering as per requirements. 
• Coordinate meeting breaks with the meeting organizer/supplier/refreshments/meals preparation.
• Manage & coordinate corporate, site or team events such as Bar Days, Townhalls and Roadshows.

Relationship Management

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

Facilities Management

• Ensure high standards of office housekeeping.
• Manage on-site cleaning service teams and other outsourced service providers.
• Manage orders, repairs and maintenance requests for equipment, furniture, fixtures, and fittings.
• Control of keys, key register maintenance and audits as required.
• Assist with maintenance of Asset Register.
• Liaise with Landlord on parking allocations, building maintenance jobs, access cards and other building related matters.
• Manage office related service providers.
• Cleaning and pest control
• Canteen services, if applicable
• Hygiene services 
• Air conditioning
• Security
• Plumbing
• SLA adherence for site service providers.

Health, Safety and Security

• Ensuring that staff and visitors comply with access protocols.
•  Actively participate in the First Aid team activities.
• Assist with HSE responsibilities on site (compliance, monthly checklist, IMT support/escalations)
• Maintaining a safe environment with proper lighting, signage, and disability access.
• Oversee security, fire prevention and other safety services.
• Assist with breathalyzer screening tests as required.
• Assist with ensuring that security and risk standards are adhered to.

Administrative Support

• Distribute group email communications to Tygervalley teams.
• Manage and co-ordinate collections and deliveries.
• Prepare and track courier parcels. 
• Monitor, respond to and redirect all stakeholder enquiries and emails as appropriate.
• Supporting corporate and site administrative tasks such as gift distributions
• Order processing and control of consumables, including stationery, cleaning materials and catering supplies via Coupa.
• Stock management and control including stationery, consumables and bar stock.
• Travel bookings and arrangements for Customer and Shared Services travelers.

General 

• Review processes and business needs to identify and propose ways to improve efficiencies and optimize costs.
• Actively contribute to innovation within team
• Effectively communicate and re-route urgent matters to relevant stakeholders and follow-up where necessary.
• Provide a high standard of customer service to all internal and external customers, business partners and service providers.
• Ability to work after hours and on weekends when required.

Take responsibility for own development and contribute to team effectiveness.

• Develop effective manager and peer working relations.
• Take responsibility of own performance goals and personal growth
• Drive own development to ensure knowledge and skills remain current.

Qualification and experience: 

• Relevant Tertiary Qualification (eg: Office Administration, Business Administration, Facilities management or Management)
• Demonstrated ability to effectively oversee and manage a site. 
• Innovative, resourceful, and self-disciplined. 
• Proficient with all MS Office applications including Excel, PowerPoint, Word, Teams and Outlook.
• Able to work independently, accurately and under pressure.
• Able to work with all internal/external customers and cross functionally within the business.
• Able to lead and guide a Third Party team.
• High attention and adherence to detail.]
• Able to multi-task.
• Excellent conflict management and resolution skills. 
• Excellent verbal & written communication skills.
• Strong organisational and administration skills. 
• Excellent analytical, pro-active thinking and problem-solving skills. 
• Own reliable transport essential