Office Services Team Leader

Immediate Superior: Office Services Manager
Location: Tygervalley, Bellville
Function: Digital & Technology
Sub Function: Digital & Technology - Other Support
Type of Contract: Permanent
Reference Number: 126407
Closing Date: 19/12/2024

The Office Services Team Leader's role is to manage and oversee safety, maintenance and on-site support functions of the property as well as administrative services and events in a cost-effective manner to ensure an optimal work environment in line with the HEINEKEN Beverages values. Ensure that policies and procedures are in place to allow for a streamlined work/administrative function at the Tygervalley site.

Key Responsibilities:

Reception

• Receive all visitors in a professional manner.
• Arrange Internet access for external visitors.

Meeting and Events

• Manage and co-ordinate meeting room bookings via Outlook, for internal and external customers.
• Assist with setting up meeting venue equipment, refreshments and stationery supplies as per requirement.
• Organizing catering as per requirements.
• Coordinate meeting breaks with the meeting organizer/supplier/refreshments/meals preparation.
• Manage & coordinate corporate, site or team events such as Bar Days, Townhalls and Roadshows.

Relationship Management

• Ensure effective relationships are cultivated with:
  • Landlord
  • Service providers
  • Internal and external stakeholders

Facilities Management

• Ensure high standards of office housekeeping.
• Manage on-site cleaning service teams and other outsourced service providers.
• Manage orders, repairs and maintenance requests for equipment, furniture, fixtures, and fittings.
• Control of keys, key register maintenance and audits as required.
• Assist with maintenance of Asset Register.
• Liaise with Landlord on parking allocations, building maintenance jobs, access cards and other building related matters.
• Manage office related service providers.
• Cleaning and pest control.
• Canteen services, if applicable.
• Hygiene services.
• Air conditioning.
• Security.
• Plumbing.
• SLA adherence for site service providers.

Health, Safety and Security

• Ensure that staff and visitors comply with access protocols.
• Actively participate in the First Aid team activities.
• Assist with HSE responsibilities on site (compliance, monthly checklist, IMT support/escalations).
• Maintain a safe environment with proper lighting, signage, and disability access.
• Oversee security, fire prevention and other safety services.
• Assist with breathalyzer screening tests as required.
• Assist with ensuring that security and risk standards are adhered to.

Administrative Support

• Distribute group email communications to Tygervalley teams.
• Manage and co-ordinate collections and deliveries.
• Prepare and track courier parcels.
• Monitor, respond to and redirect all stakeholder enquiries and emails as appropriate.
• Support corporate and site administrative tasks such as gift distributions.
• Order processing and control of consumables, including stationery, cleaning materials and catering supplies via Coupa.
• Stock management and control including stationery, consumables and bar stock.
• Travel bookings and arrangements for Customer and Shared Services travelers.

General

• Review processes and business needs to identify and propose ways to improve efficiencies and optimize costs.
• Actively contribute to innovation within the team.
• Effectively communicate and re-route urgent matters to relevant stakeholders and follow-up where necessary.
• Provide a high standard of customer service to all internal and external customers, business partners and service providers.
• Ability to work after hours and on weekends when required.

Take responsibility for own development and contribute to team effectiveness:

• Develop effective manager and peer working relations.
• Take responsibility for own performance goals and personal growth.
• Drive own development to ensure knowledge and skills remain current.

Qualification and Experience:

• Relevant Tertiary Qualification (e.g., Office Administration, Business Administration, Facilities Management or Management).
• Demonstrated ability to effectively oversee and manage a site.
• Innovative, resourceful, and self-disciplined.
• Proficient with all MS Office applications including Excel, PowerPoint, Word, Teams and Outlook.
• Able to work independently, accurately and under pressure.
• Able to work with all internal/external customers and cross functionally within the business.
• Able to lead and guide a Third Party team.
• High attention and adherence to detail.
• Able to multi-task.
• Excellent conflict management and resolution skills.
• Excellent verbal & written communication skills.
• Strong organisational and administration skills.
• Excellent analytical, pro-active thinking and problem-solving skills.
• Own reliable transport essential.

The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we actively encourage and welcome people with various disabilities to apply. Heineken Beverages (South Africa) (Pty) Ltd) is committed to an organisational culture that recognises, appreciates and values inclusion and diversity. You must be fully eligible to live and work in South Africa to apply.