Job Description
ROLE PURPOSE
- To effectively organize and manage the region under his/her jurisdiction and implement operational strategy. To provide managerial and supervisory control with regards to service delivery in order to ensure maximum customer satisfaction.
MAIN OUTPUTS
- Monitor and ensure the branches service delivery as per the contract and SLA's
- Pro-actively interact and engage with the client to understand areas of improvement and ensure that turn-around times are shortened to continuously improve customer satisfaction.
- Develop effective, customer focused and proactive relationships at all levels in the customer chain.
- Manage allocated portfolio with regards to growth, retention, profitability, and any other business relevant factors, thus ensuring portfolio performance targets are achieved in line with the business strategy.
- Identify and drive opportunities to improve and enhance service offerings.
- Leading, facilitating, developing, and implementing relevant portfolio process improvements to achieve SLA targets and be contractual compliant.
- Ensure QMS, Health & Safety compliance is a primary function, and all mechanisms, processes and procedures are in place, always monitored and adhered to.
- Management of the portfolio budget, ensuring proper utilization of the allocated budget provide valid variance explanations and corrective actions where required. Ensure compliance with policies and procedures related to financial management, controls and expenditure authorization levels.
- Put in place mechanisms, processes and procedures to ensure effective monitoring of performance related to time, quality management and standards.
- Monitor the productivity of all, assets allocated to the portfolio, ensure that all employee and assets operate efficiently. Effectively deal with non-performance and or destructive behavior which might jeopardize Bidvest Prestige’s standing with clients.
- Ensuring through Supply Chain that the portfolio has competent and diligent service providers to utilize in cases of third-party Ad-hoc work as well as emergencies and that such service providers are compliant with Bidvest Prestige’s quality management and standards.
- Coaching, mentoring and counseling of staff not performing to the required standards and ensuring that employees improve on performance gaps highlighted during informal sessions and performance appraisals.
QUALIFICATIONS AND SKILLS
The Applicant must meet the following requirements:
- National Diploma or Degree
- Matric/Grade 12
- Valid SA driver’s license
- Must have 5 to 8 years’ experience in a leadership role within a services industry or similar.
- Project Management Skills
- QMS (Quality Management System), First Aid Training
- Microsoft Offices (Intermediate), (Planned Maintenance, etc)
FUNDAMENTAL COMPETENCIES
- Result Orientation
- Initiative/Proactively
- Written Communication
- Stress tolerance
- Business Acumen
- Decisiveness
- Change Management
- Contract Management
- Financial Management
- Customer/Client Focus
- Dealing with ambiguity
- Problem Analysis
- Judgment
- Relationship Building & Networking
- Listening
- Team work
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Job Description
Tender and Bid Administration
- Compile, prepare, and submit tender and bid documentation within prescribed deadlines.
- Ensure all tender requirements, schedules, pricing documents, compliance certificates, and supporting documentation are complete and accurate.
- Maintain tender registers and monitor tender submission and award status.
- Liaise with internal departments to obtain required information for tender submissions.
Sales and Business Development Support
- Prepare weekly and monthly sales reports and business development updates.
- Assist with the preparation of client presentations, proposals, and marketing documentation.
- Coordinate appointments and meetings for management with prospective and existing clients.
- Track and monitor sales-related administrative activities.
Commission Administration
- Compile and submit commission schedules and supporting documentation.
- Verify calculations and ensure approvals are obtained before submission.
- Maintain commission records and address related queries.
Contract Administration and NCI Process
- Administer the New Contract Implementation (NCI) process and register new contracts on company systems.
- Ensure all new contract documentation is completed accurately and submitted timeously.
- Follow up on outstanding paperwork, approvals, and client documentation.
- Maintain an updated contract register and filing system.
Executive and Divisional Administration
- Provide administrative support to the Management Executive and divisional management team.
- Manage diaries, appointments, correspondence, and documentation.
- Prepare letters, reports, presentations, and business communications.
- Coordinate and support divisional projects, events and initiatives.
Meeting and Minute Administration
- Schedule and coordinate management, operational, and client meetings.
- Prepare meeting agendas and supporting documentation.
- Record, type, and distribute meeting minutes.
- Monitor action items and follow up on outstanding matters.
Reporting and Data Management
- Consolidate operational, financial, and management reports from various departments.
- Prepare monthly, quarterly, and annual divisional reports.
- Maintain accurate records and databases.
- Ensure timely submission of reports to management.
Travel and Accommodation Coordination
- Arrange travel, accommodation, vehicle hire, and related logistics for management and employees.
- Maintain travel and accommodation registers.
- Ensure bookings comply with company policies and approved budgets.
- Maintain supporting documentation for travel expenditure.
Event and Project Coordination
- Coordinate divisional events, training interventions, conferences, workshops, and client functions.
- Manage logistics, venue bookings, attendance registers, and supplier arrangements.
- Ensure successful execution of divisional events and activities.
Compliance and Record Keeping
- Maintain divisional records, registers, and filing systems.
- Ensure compliance documentation remains current and accessible.
- Safeguard confidential company information.
- Assist with audits and compliance-related administrative requirements.
General Administrative Support
- Process purchase requisitions and administrative documentation.
- Coordinate office supplies and administrative resources.
- Handle incoming and outgoing correspondence.
- Perform ad hoc administrative duties as required by management.
Minimum Qualifications
- Grade 12 (Matric).
- Diploma or Certificate in Business Administration, Office Management, Public Management, Management Assistance, or a related field.
- A relevant tertiary qualification will be advantageous.
Experience Required
- Minimum 3–5 years’ administrative experience, preferably within a cleaning, facilities management, services, or operational environment.
- Experience in tender administration and contract administration.
- Experience compiling reports and preparing management presentations.
- Experience coordinating meetings, travel arrangements, and events.
- Experience supporting senior management or executives.
Knowledge Requirements
- Knowledge of tender processes and documentation.
- Knowledge of contract administration and implementation processes.
- Understanding of general business administration principles.
- Knowledge of reporting and record management systems.
Skills and Competencies
Technical Skills
- Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong report-writing and document preparation skills.
- Data capturing and record management skills.
- Minute-taking and meeting administration.
- Travel and event coordination.
- Document control and filing management.
Core Competencies
- Excellent verbal and written communication skills.
- Strong planning and organisational abilities.
- High attention to detail and accuracy.
- Ability to manage multiple priorities and meet deadlines.
- Strong interpersonal and stakeholder management skills.
- Problem-solving and analytical thinking.
- Professionalism and confidentiality.
- Ability to work independently and as part of a team.
- Customer service orientation.
- Adaptability and flexibility.
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