Facilities and Office Supervisor (Bryanston)

Job description

We are seeking a Facilities and Office Supervisor to ensure the effective operation of all hard and soft facilities across the organisation. This role reports to the head of department: Operations and is responsible for maintaining a safe, efficient working environment through best-practice facilities management, fleet oversight, and office supervision.

 Key duties and responsibilities 

 Facilities, maintenance and fleet management:

• Create a suitable environment for the purpose and needs of the facilities such as offices, office buildings, and residential properties.
• Develop and implement a facility management program including preventative maintenance and life cycle requirements.
• Plan and manage facility central services such as security, ad hoc cleaning, waste disposal and parking.
• Sourcing contractors and suppliers for repairs, maintenance, cleaning, renovations, waste disposal etc.
• Ensure vehicle maintenance and servicing, renewing of vehicles license discs and payment of ticket fines.

Health, safety and compliance:

• Ensure compliance with South African occupational health, safety, and environmental regulations. 
• Respond to emergency incidents or other urgent issues relating to facilities or health and safety.
• Ensuring compliance with all safety and security protocols.
• Coordinate training for occupational health and safety teams.
• Oversea occupational health and safety teams.

People, team and office supervision:

• Day to day management and supervision of the facilities team, including general assistants
• Working in partnership with managers and internal departments (e.g. HR, finance) for facilities related activities and to align facility operations with business needs.
• Periodically conduct performance reviews in line with TNC’s performance cycles.
• Staff support: Assisting in onboarding new employees, providing guidance to administrative staff, and ensuring employees have the resources needed to perform their roles effectively.
• Office operations: Overseeing office supplies, equipment maintenance, including vendor coordination and ensuring a safe work environment.
• Overseeing reception services

Contract and vendor management:

• Working in partnership with GCRL/COO/ Operations HOD in reviewing all lease agreements.
• Obtain quotes from vendors and suppliers.
• Calculate and compare costs for goods and services to maximize cost-effectiveness.
• Coordinate and monitor activities of contract suppliers

Reporting and documentation

• Prepare reports on facility performance and activities.
• Maintain records of maintenance activities, safety audits, and asset inventories. 
• Document all OHS related meetings and activities such as emergency drills, incidents etc.

Minimum qualifications and experience required: 

• Bachelor’s degree in facilities management, property management or a related field.
• Occupational health and safety certification.
• 2–5 years’ facilities management experience, with proven experience in safety, facilities and office services.
• Proven experience managing mixed-use properties (commercial/residential) and small fleets.
• Experience in stakeholder engagement and cross-functional collaboration.
• Understanding of the South African OHS Act, SANS codes and environmental laws.
• Strong vendor negotiation, organisational and team management skills.
• Excellent report-writing and communication skills.
• Proficiency in Microsoft Office.
• Valid driver’s licence and willingness to travel when required.

Advantageous: 

• Registration with SAFMA (South African Facilities Management Association) is desirable.
• Postgraduate qualification in project management or business management will be advantageous.