Job purpose: The purpose of this role is to provide a fit for purpose office experience which enables productivity and supports the business in achieving its goals and objectives. It also includes providing efficient and effective compliance support at a group level. Core activities: Office and Facilities Management Ensure physical building infrastructure is functional, fit for purpose & working effectively Manage and ensure physical building repairs & maintenance Accountable for fulfilment of physical office support, reception and cleaning duties on weekdays Purchase, manage & maintain office equipment, furniture & fittings Ensure office consumables are fully stocked at all times Manage, maintain & procure office security systems and access control Conduct & Manage operational and IT On/Off boarding of new joiners Ensure effective budget management and adherence to all financial, invoicing & procurement processes Manage & maintain office safety standards inline with OHS standards Manage office admin, reception and cleaning staff Ensure maintenance of clean office environment at all times Manage, maintain & Procure office equipment, furniture & fittings Conduct daily start and end of day inspection on all IT equipment, office equipment, furniture & fittings to ensure they are working optimally Maintain and update records of office equipment, furniture and fittingsFiling and Knowledge/Information Management Manage & maintain storage of all company documents Manage & maintain storage of supplier/service provider documents Be the company "go-to" person for finding any Edge related statutory & compliance documents Manage & maintain Sharepoint (SPO) folder & document structure Conduct monthly SPO/ filing audit and ensure clean-up of folders/ updating of files Manage & Maintain physical files and databases, ensure they are accurate and regularly updated Arrange Credit and Criminal Checks for investees and new joiners, as requiredIT Support and Systems Administration Provide 2nd line IT support for any basic IT related queries and ensure necessary issues are logged with IT service provider Provide on the ground support for hardware, software & infrastructure related issues Provide systems admin support for all centralised IT systems & tools which Ops supports Ensure full understanding, familiarity & training on centralised IT systems & tools which Ops supports Provide incident management support - Liaise with IT supplier on any identified incidents, assist with trouble shooting, testing & drive resolution Provide IT systems testing support - Provide support for any IT Hardware, Software or systems testing that may be required Implement & maintain device management/Laptop lifecycle policies, processes & procedures Maintain Insurance schedule by communicating removals and additions to accounts & IT department for on/off boarding and updating the asset register Ensure all office IT hardware is fully operational at all times Stand-by reception and support as and when requiredSupplier Management Run annual Strategic Supplier Review Ensure Strategic Supplier Management framework is communicated and being adhered to Ensure Supplier list is kept updated & BU's are following the process correctly Manage Ops suppliers in accordance with Strategic Supplier Framework Co-ordinate collection of BEE certificates and ensure they are filed correctly and kept updated inline with supplier on-boarding pocessCompliance Run annual Group compliance review, update obligations and ensure mediations are in place Ensure group compliance obligations are tracked, met and regularly updated Run annual BEE Audit Prepare for BEE Audit by obtaining required supporting documentation for auditors. Ensure BEE target setting & tracking throughout the year with 3rd party BEE consultant Run annual ops policy review, update obligations and ensure mediations are in place Ensure ops & IT policies are updated, saved and communicated Run annual POPI compliance review, update obligations and ensure mediations are in place Ensure POPI documents are updated, saved and communicated Ensure OHS obligations are met and implemented at group level Run annual OHS compliance review, update obligations and ensure mediations are in placeSocio-economic Development Ensure agreed Socio Economic Development (SED) beneficiary payments are made on a monthly basis Manage & Monitor SED spend against budget and ensure invoices & POP's are collected and saved inline with BEE audit requirements Manage & maintain SED relationship with identified beneficiary NGO's Plan, manage & commmunicate all SED events. Drive momentum and "bring to life" all SED events to build interest and traction Travel Management Arrange, Manage & Support travel activities for Edge staff & consultants and provide efficient, friendly travel service Confirm travel bookings Manage & maintain Edge relationship with appointed travel agency/s & liaise regarding travel bookings Ensure adherence to travel policies, processes & procedures Ensure invoicing and travel payments with the travel agents are kept up to date and are well managed Ensure correct allocation of travel expenses to specific BU's & gain required approvalsEvent Management Arrange, Manage, Plan & Support Edge events, meetings and socials Provide and manage technical on-site setup, testing & operational support before, during and after event as per customer request Provide and manage catering & refreshments before, during and after event as per customer request Provide and manage booking of venue/meeting rooms for event as per customer request Provide and manage on site setup for event as per customer request Provide and manage decor elements for event as per customer request Manage, maintain & communicate Edge company & social calendar on an annual basisQualifications: Relevant Degree (Office Administration, Law or Compliance & Risk Management) Experience: 3 – 5 years' experience in leading office management support in a similar environment Experience in developing and managing implementation of administrative/ office support processesExperience in developing, managing and delivering business compliance support & processes
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