Current Vacancies at Bluespec Holdings

Job Functions:

Provide a comprehensive Executive PA service to CEO.

• Manage executive diary.
• Manage corporate credit card : purchases, functions, staff welfare, day to day office requirements.
• Book and manage all local and international travel arrangements.
• Arrange executive and clients’ meetings.
• Research for and prepare meeting agendas.
• Produce professionally typed documents as requested.

Provide a comprehensive day to day service on the smooth running of the office.

• File and store documents neatly and appropriately for easy retrieval.
• Prepare, type, and produce tenders and proposal.
• Liaise with staff, suppliers, and customers in relation to queries and attempt to resolve rather than escalate.
• Escalate unresolved queries to CEO, COO, and related departments.
• Manage personal administration and documents.
• Ensure the smooth running of the office on a day-to-day basis.
• Oversee maintenance of office equipment.
• Support staff in maintaining a positive, work effective environment at the office.
• Manage with IT our Cell C Company account and decision making in cooperation with Blue Spec.

Ensure a superior front office service is provided at all times through management of reception staff.

Monitor and ensure :

• Front desk is manned at all times and guests are treated professionally.
• Train and manage reception staff.

 Ensure that the premises are kept clean and tidy, and that relevant staff assist with catering, through management of the cleaning staff

Monitor and ensure :

• Cleaning staff operate according to set standards (job profile, company standards)
• Cleaning staff provides assistance to chef.
• Train and manage cleaning staff.

Ad Hoc projects

• Arrange special events (e.g., year-end functions and conferences)
• Conduct research as and when requested by CEO.
• Identify opportunities, recommend, and implement solutions to continuously improve the Management of the Executive office.

Facilitate:

• Implementation and maintenance of procedures and administrative systems.
• Internal controls
• Legal contracts
• Other projects as identified.
• Team building
• Staff functions
• Meetings with cleaning staff, receptionist, chef.

Requirements

Job Requirements:

• 7 Years Executive PA experience 
• Ideally in Finance and Motor industry
• National Senior Certificate

Key relationships 

• Internal – Executive Directors and Management, Resident staff, Group Executives, HR.
• External – Insurance Companies, Service Providers and Customers

Technical (systems) knowledge required

• All Microsoft Suites – intermediate
• First assist system (Dreamtec)

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Job Functions:

Contribute to the achievement of profit target

• Set weekly achievable production targets within departments and monitor daily to ensure achievement of these targets.
• Ensure vehicles are only painted once and that rework is authorised by senior management.
• Ensure and staff breakages are charged to the relevant person and accompanied by a job card.
• Attempt to limit overtime to 40 hours per person per month.
• Monitor diesel consumption.
• Ensure regular maintenance and servicing of all workshop equipment and tools.
• Analyse jobs to ensure maximum profit is being achieved.
• Ensure first time right - 80%.
• Ensure that all additional work carried out is authorised prior to commencing the work.

Achieve a consistent high quality of work across all areas at all times.

• Ensure the quality of work done is according to insurance companies required standards.
• Ensure that housekeeping rules are adhered to at all times.
• Ensure weekly deadlines are met regarding reporting of vehicle status.
• Ensure safety gear and uniforms are worn by employees at all times.
• Ensure that employees that move vehicles are in possession of a valid driver’s licence.

Manage compliance of internal governance, control and administration requirements.

• Ensure regular daily updates on the online system.
• Ensure vehicles repaired according to the authorisation.
• Ensure vehicles signed off prior to delivery and accompanied by all relevant documentation.
• Ensure that warranty/rectification work is repaired with priority and within Group timeframes.
• Ensure control of parts is according to Group standards.
• Ensure vehicles are inspected and meet required standards before moving to next department/Line Manager.

Managing human resources & housekeeping.

• Participate in recruitment of new staff.
• Ensure all staff are trained on TMS and the online system.
• Prioritise training as needed and make necessary bookings.
• Complete training form feedback.
• Ensure briefing after training to establish competence and transfer of knowledge.
• Discipline and take corrective action according to Company procedures if necessary.

Requirements

Job Requirements:

• 5 Years experience as Motor Industry Workshop Manager
• Motor Industry
• Matric

Technical (systems) knowledge required:

• Microsoft suite – intermediate
• TMS – production/ panel shop
• System Online