Managing various areas

• o Ordering of Stationery


• o Archiving and retrieving of all closed matters
  
  
  
  • o Document handling processes e.g. delivery and receiving processes (couriers, docex, registered post, filing/serving, stamping all incoming mail, franking of outgoing mail)
  
  
  
  


• o Internal office paper flows and messaging (Internal Mail Rounds)


• o Document generating services (document binding, franking, bulk photocopying, paper distribution, repairs to multifunctional units


• o Ground floor reception area – visitors, filing/servings, deliveries for the restaurant and all other services deliveries and collections. Labelling and distribution of news papers to all floors


• o Administer Carwash procedure


• o Deliveries/collections of messengers and drivers


• o Handling client queries, complaints, consultations and matters arising

Leadership

• o Team development, handling of performance issues and administration


• o Overall responsible for office service operational efficiencies, sop's , business processes and workflows


• o Setting up of specific sop’s/policies relating to office services area

 Responsibilities include:

• o the appointment of a suitable supplier (where applicable) 


• o supplier relationship (where applicable)


• o cost effectiveness/savings


• o ensuring tasks are completed timeously


• o improving overall effectiveness of the service provided


• o communication with internal clients


• o all related administration, documentation and records

The following competencies in addition to those specified in the attached document, are essential/would be an advantage:

• At least 10 years working experience preferably in a professional services environment


• Windows OS knowledge would be an advantage


• Exceptional computer literacy and sound knowledge of MS Office and accounting packages


• Experience in and the proven ability to liaise with internal clients (support other internal staff members) in a support capacity, as well as a willingness to go the extra mile to assist clients with their problems either hands-on, or by re-directing them to the appropriate party so that they can be assisted as quickly and effectively as possible


• The ability to think analytically and exhibit sound judgement and be willing to escalate matters when unsure of firm policies and guidelines


• The ability to work independently but still within a bigger team structure


• Good supervisory and people management skills


• Fundamental understanding of a professional services firm

It is essential that the successful incumbent is able to be flexible regarding their role and responsibilities, understands urgency, knows when to escalate problems, is willing to communicate with the team leader (e.g. knowing when to seek guidance), and is willing to give ongoing and regular feedback to clients and team leader with regard to status and decisions taken relating to all activities, tasks and projects.