Transport, Facilities and Admin Manager - BPO 24/7 Contact Centre

Job Overview:

The Transport and Facilities Head is responsible for overseeing all aspects of transport and facilities management within the organization. This role includes managing the maintenance and operation of company facilities, ensuring efficient and safe transport services, and handling vendor management and invoice processing. The ideal candidate will have strong organizational skills, a keen eye for detail, excellent vendor management skills and the ability to manage multiple tasks simultaneously.

Key Responsibilities:

1. Facilities Management:
   1. Oversee the maintenance and operations of office facilities across multiple sites, ensuring they are safe, functional, and meet the needs of the organization.
   2. Manage utilities, security, and housekeeping services.
   3. Coordinate renovations, office layout changes, and space planning.
   4. Ensure adherence to health and safety protocols in line with South African regulations.
   5. Support with planning and arrangement of client visits.
   6. Support with engagement event planning and arrangements.
   7. Support with any other events required for SA business.
2. Maintenance and Repairs:
   1. Develop and oversee preventive maintenance schedules for all facilities.
   2. Coordinate prompt resolution of facility issues to minimize downtime and operational disruptions.
   3. Ensure timely maintenance and service of critical equipment such as UPS, HVAC, CCTV, and access control systems.
   4. Develop a calendar for each type of equipment, including regular maintenance and emergency checks.
   5. Ensure service contracts or agreements with reliable vendors for each critical equipment type.
3. Budget and Cost Management:
   1. Develop and manage facility & transport budgets, including expenditures related to maintenance, utilities, and operational improvements.
   2. Monitor and control costs to ensure budget adherence.
   3. Identify and implement cost-saving measures while maintaining service quality.
   4. Send provision to finance team on a monthly basis.
4. Compliance, Audits and Record-Keeping:
   1. Prepare for external ISO audits by ensuring all documentation, procedures, and records are in order.
   2. Ensure all facilities comply with ISO standards relevant to the organization's operations.
   3. Develop and implement policies and procedures to meet ISO requirements.
   4. Maintain accurate and up-to-date documentation required for ISO audits.
   5. Conduct regular internal audits to ensure compliance with ISO standards.
   6. Maintain detailed records of OTA, OTD, No Show, Vehicle and Driver Compliance, and safety practices.
   7. Conduct vendor performance reviews.
5. Transport Coordination:
   1. Manage transport operations for employee commutes, client transportation, and other transport-related activities.
   2. Supervise vehicle fleet operations and fleet utilization.
   3. Ensure vehicles are in good condition and comply with safety regulations.
   4. Implement and manage transport management systems for real-time tracking, scheduling, and route optimization.
   5. Analyze transport data to identify trends, issues, and opportunities for improvement.
   6. Develop and implement policies for vehicle use and safety.
   7. Manage the Transport MIS and release weekly transport reports to management.
   8. Implement and manage regular monthly driver training for employee safety.
6. Vendor and Supplier Management:
   1. Manage relationships with vendors and suppliers for services related to facilities and transport.
   2. Ensure timely delivery of services and products, and maintain high standards of service quality.
   3. Monitor vendor performance and address any issues promptly.
7. Facility, Transport MIS Management and Invoice Processing:
   1. Maintain an MIS for analyzing data related to facility and transport operations.
   2. Review and approve invoices related to facilities and transport services, ensuring accuracy and compliance with contractual terms.
   3. Collect invoices from vendors and service providers related to facility and transport operations.
   4. Use the internal tool to check invoices for accuracy, ensuring charges align with contracts and service agreements.
   5. Enter invoice details into the internal tool, including vendor information, invoice amounts, and relevant cost centers.
   6. Attach any supporting documents, such as receipts or purchase orders, within the internal tool.
   7. Route invoices through the internal tool for approval from the VP of Admin before processing.
8. Event Management:
   1. Plan and coordinate corporate events, including meetings, conferences, and team-building activities.
   2. Handle logistical arrangements such as venue booking, catering, transport, and accommodation.
   3. Ensure events are executed smoothly, within budget, and meet the desired objectives.
   4. Manage on-site event coordination, including setup, breakdown, and troubleshooting any issues that arise.
9. Sustainability Initiatives:
   1. Promote sustainable practices in facilities management, such as energy conservation and waste reduction.
   2. Explore and implement green transportation options where feasible.
10. Employee Experience:
    1. Ensure that the physical work environment supports employee well-being and productivity.
    2. Address employee concerns related to facilities and transport services promptly.
11. Crisis Management:
    1. Develop and implement crisis management plans for emergencies, such as natural disasters, strikes, or security threats.
12. Team Management:
    1. Work with, coach, and mentor Facilities and Transport teams ensuring defined objectives, regular performance reviews, coaching and support where required.
    2. Ensure contingency plans are in place for each member of the facilities and transport team.

Skills and Qualifications:

1. Bachelor’s degree in Facilities Management, Business Administration, Logistics, or a related field.
2. At least 8-10 years of experience in facilities and transport management, preferably within a BPO or corporate setting.
3. Strong knowledge of vendor management, contract negotiation, and invoice processing.
4. Previous experience and knowledge of transport vendor management.
5. Excellent organizational and multitasking skills.
6. Strong communication and interpersonal skills.
7. Ability to work under pressure and manage crisis situations.
8. Familiarity with health and safety regulations and best practices.
9. Proficiency in MS Office Suite and facility management software.

Additional Requirements:

1. Valid driver's license.
2. Willingness to travel as needed to various company sites.
3. Ability to work across multiple sites and geographies.
4. Ability to work in a 24-hour shifted environment and support where required.

This role is critical to ensuring the smooth operation of the organization's facilities and transport services, contributing to overall business efficiency and employee satisfaction.

All applications will be considered in accordance with IGT solutions Employment Equity policies and preference will therefore be given to candidates from the respective groups.

It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.