Facilities & Office Manager (Fixed Term Contract)

Ogilvy South Africa is seeking a highly organized and proactive Facilities & Office Manager to oversee the smooth, efficient, and safe operation of our office environment. This multifaceted role encompasses facilities management, office administration, health & safety leadership, event coordination, and culture committee leadership. The ideal candidate will be a strong leader with excellent problem-solving skills, a passion for creating a positive workplace experience, and the ability to manage a diverse team.

Responsibilities :

1. Facilities Management :
2. Ensure the functionality, cleanliness, and maintenance of all office spaces, meeting rooms, and common areas.
3. Manage relationships with external vendors (cleaning, security, canteen, maintenance, landscaping) to ensure high-quality service delivery within budget.
4. Conduct regular inspections to ensure compliance with safety, compliance, and cleanliness standards.
5. Oversee maintenance requests, repairs, and office infrastructure improvements, coordinating with contractors and technicians as needed.
6. Manage office supplies, furniture procurement, and space planning to optimize workspace functionality and employee comfort.
7. Develop and implement cost-saving initiatives to optimize office management without compromising quality.
8. Office Management :
9. Supervise reception and front-of-house services to create a welcoming environment.
10. Oversee access control, visitor management, and general office security.
11. Manage office seating plans, allocation of resources, and logistical support for teams.
12. Lead internal initiatives to improve workplace efficiency and employee satisfaction.
13. Health & Safety Lead :
14. Ensure compliance with workplace health and safety regulations.
15. Develop and implement health and safety policies, training, and emergency procedures.
16. Conduct risk assessments and inspections to identify potential hazards.
17. Lead emergency response planning, fire drills, and first-aid programs.
18. Promote a safety-conscious workplace culture, addressing concerns proactively.
19. Events Coordination & Culture Committee Lead :
20. Plan and execute company-wide events, manage the culture committee budget, solicit employee feedback on culture initiatives, etc.
21. Leadership & Team Management :
22. Lead and manage a diverse team of 51 staff members (cleaning, security, canteen, and back-office teams), ensuring smooth operations and staff well-being.
23. Provide guidance, training, and support to team members.
24. Handle conflict resolution, performance evaluations, and team development initiatives.
25. Maintain high standards of service delivery and team accountability.

Qualifications & Skills :

1. Proven experience in facilities management, office management, or a related field.
2. Relevant tertiary qualification.
3. Strong leadership and people management skills, with experience managing a diverse team.
4. Excellent problem-solving and decision-making abilities.
5. Project and event management expertise.
6. Budgeting and cost management skills.
7. Strong communication and stakeholder engagement skills.
8. High attention to detail and organizational skills.
9. Knowledge of health and safety regulations.
10. Ability to work in a fast-paced environment.