Facilities & Office Manager (Fixed Term Contract)

Job Summary:

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. 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:

• Facilities Management:
• Ensure the functionality, cleanliness, and maintenance of all office spaces, meeting rooms, and common areas.
• Manage relationships with external vendors (cleaning, security, canteen, maintenance, landscaping) to ensure high-quality service delivery within budget.
• Conduct regular inspections to ensure compliance with safety, compliance, and cleanliness standards.
• Oversee maintenance requests, repairs, and office infrastructure improvements, coordinating with contractors and technicians as needed.
• Manage office supplies, furniture procurement, and space planning to optimize workspace functionality and employee comfort.
• Develop and implement cost-saving initiatives to optimize office management without compromising quality.
• Office Management:
• Provide efficient administrative support across departments.
• Supervise reception and front-of-house services to create a welcoming environment.
• Oversee access control, visitor management, and general office security.
• Manage office seating plans, allocation of resources, and logistical support for teams.
• Lead internal initiatives to improve workplace efficiency and employee satisfaction.
• Health & Safety Lead:
• Ensure compliance with workplace health and safety regulations.
• Develop and implement health and safety policies, training, and emergency procedures.
• Conduct risk assessments and inspections to identify potential hazards.
• Lead emergency response planning, fire drills, and first-aid programs.
• Promote a safety-conscious workplace culture, addressing concerns proactively.
• Leadership & Team Management:
• Lead and manage a diverse back-office, ensuring smooth operations and staff well-being.
• Provide guidance, training, and support to team members.
• Handle conflict resolution, performance evaluations, and team development initiatives.
• Maintain high standards of service delivery and team accountability.

Qualifications & Skills:

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