Manager: Office Administration (Facilities)

About the Role The Administration Manager at JOSHCO is responsible for planning, coordinating and managing the facilities of the head office, infrastructure, equipment and support services to ensure a safe, functional, cost-effective and compliant working environment. The role oversees maintenance, security, health and safety compliance, and space management to support business operations. What You'll Do

• Facility Management: Develop and implement facilities management strategies, policies and procedures. Oversee day-to-day operation and maintenance of buildings equipment and infrastructure. Conduct regular inspections of facilities to identify maintenance and repair requirements. Coordinate office renovations, relocations and refurbishment projects. Ensure generators are serviced and monitored; coordinate periodic generator testing and load tests; ensure sufficient diesel/fuel levels. Oversee the maintenance and operation of all lifts and systems; monitor lift downtime and respond to faults.
• Cleaning Service Management: Develop, implement and monitor cleaning rosters; supervise cleaning staff; allocate cleaning resources; monitor quality; conduct regular inspections of offices, boardrooms, kitchens, ablution facilities, reception areas, and common areas; ensure cleaning materials and consumables are available and controlled.
• Reception and Front Office Management: Oversee effective reception services; maintain professional standards; supervise reception personnel.
• Health, Safety and Environmental Compliance: Ensure compliance with Occupational Health and Safety legislation; conduct facility inspections and risk assessments; ensure emergency evacuation plans are implemented; manage health and safety audits.
• Security Management: Develop, implement and maintain security policies and protocols; oversee day-to-day security services and personnel; ensure facilities are protected against theft, vandalism, unauthorized access and other threats.
• Budget and Financial Management: Prepare and manage the facilities budget; monitor expenditure on maintenance, cleaning, lifts, generators, and facility operations.
• Records Management: Develop and maintain records management systems for physical and electronic records; ensure records are created, classified, stored, maintained and disposed of in accordance with approved policies and legislativerequirements; manage the organization’s registry and records management functions; maintain an approved file plan.
• People Management: Lead and supervise facilities staff; develop work plans and performance objectives; monitor employee performance; conduct performance reviews; identify training and development needs and facilitate development programs. What We're Looking For
• Minimum Educational Qualifications: Grade 12/Matric; Bachelor’s Degree in Public Administration/Facilities Management/Operations Management/Property Management/Building Management/Property Management/Building Management/Business Administration or equivalent; Certificate in Project Management will be an added advantage.
• Skills, Knowledge and Experience Required: 4 to 5 years proven working experience in Facilities Management/Building Maintenance, of which 3 years must be at supervisory level; Valid Driver’s Licence.
• Other Competencies: Generic Skills including: good communication and delegation, Project Management, Maintenance Management, Health and Safety; Management and Leadership Skills including: Financial, Accounting and Budgeting, Business Development, Organisational Management and Principles, Human Resource Management (Basic), Project Management, Planning and Organising, Gather and analyse information, Performance Management, Networking, Coaching; Technical Knowledge including: policy and legislative framework related to Local Government, office management procedures, MS Office proficiency, and facilities management principles.
• Attributes: Emotional Intelligence, Goal oriented, Ethical, Persuasion, Assertiveness, Interpersonal Skills, Attention to detail, Adaptability and flexibility, Situational sensitivity, Innovation. Nice to Have
• Certificate in Project Management will be an added advantage.