Operations Services Manager

• Liaison and oversight with Centre Management’s Operations Division

• Conduct daily operational briefings with the in-house Cleaning Supervisor in conjunction with the mailroom supervisor to ensure alignment on priorities and expectations.
• Maintain regular engagement with the Cleaning Supervisor in conjunction with the mailroom supervisor to ensure adherence to the agreed Service Level Agreement (SLA)

• Oversee the scheduling and execution of pest control treatments for the Pretoria office by coordinating with the appointed external service provider.

• Provide strategic oversight of the document destruction process by coordinating with the appointed service provider to establish and maintain an appropriate collection schedule (monthly or weekly, as required).

• Maintain proactive liaison with Centre Management to address all air conditioning service and maintenance matters.

• Liaise with the appointed service providers to confirm and manage carpet cleaning schedules.

• Oversee the secure management of the key safe and key register, to ensure all access is logged, authorised, and traceable.

• Monitor and assess all reported malfunctions or breakages within the building, prioritising those that can be resolved internally before engaging external contractors.

• Oversee the maintenance of accurate records of all furniture assets by providing timely updates to the procurement division.

• Oversee the servicing and repair schedule of water coolers, vending equipment and other related equipment by coordinating with the designated service provider.

• Oversee the maintenance and servicing of all Firm-owned or leased equipment, small appliances and signage to ensure operational continuity.

• Manage the overall maintenance and servicing schedule for all office vehicles and bikes in conjunction with the mailroom supervisor to ensure roadworthiness and operational availability.

• Oversee the maintenance and operational readiness of the office generator, to ensure it is always serviced and functioning reliably.

• Ensure the availability of appropriate tools and equipment required for in-house maintenance and repair tasks, supporting operational efficiency.

• Identify operational needs that may require external supplier or service provider support and communicate these to the Procurement Division.

• Provide overall management of the Technical Helpdesk function, ensuring efficient handling of all incoming service requests.

• Conduct in-depth analysis of relevant operational and administrative data to support strategic decision-making.
• Provide detailed information and statistical reports on the performance and incidents related to outsourced service providers.
• Provide data and statistics on completed building maintenance activities.
• Report on all inspections conducted within the reporting period, highlighting key findings and follow-up actions.
• Present monthly updates at OpCom meetings on vehicle maintenance expenses and related operational costs
• Present monthly updates at OpCom meetings on vehicle maintenance expenses and related operational costs.
• Provide regular updates on technical helpdesk activities, including the nature and volume of support requests.

• Manage and support reporting staff members to ensure effective performance and alignment with departmental goals.

• Cellular

• Be on call for all aspects relating to cellular issues, i.e. lost or stolen devices and connectivity
• Manage the cellular upgrade process for partners, senior managers, and departmental devices required for operational purposes.
• Ensure all upgrades are executed by the team in accordance with the Firm’s approved protocols and IT SteerCom decisions regarding benchmark devices.

• Vehicles

• Be on call relating to all aspects of vehicle management i.e. accidents, stolen, etc.
• Oversee the annual renewal of office vehicle licenses and partners’ private vehicle licenses.
• Monitor and ensure timely settlement of traffic fines, maintaining accurate records and compliance with legal requirements.

• Offices

• Act as second-in-command to the Chief Administration Manager, assisting with daily office operations including staff management, coordination of in-house catering services, and office space planning.

• Parking and Floor layout plans

• Oversee the updating of schedules when corrections are required and to be uploaded to Blue Ocean monthly
• Providing layout plant with proposed seating relating to 6 monthly CA rotation for partners approval

• Good communication skills (verbal and written)
• Strong negotiation skills on all levels (internal and external clients)
• Strong understanding of urgency with a proactive approach
• Interpersonal skills on all levels
• Computer literacy
• General maintenance skills
• Administrative and organisational skills
• Ability to work individually as well as in a team
• Ability to manage and motivate team members/staff
• Ability to solve problems creativity in a safe manner
• Ability to anticipate reactions and outcomes
• Ability to work under pressure in changing circumstances and environments
• Analytical and critical thinking skills
• Focus on details and accuracy
• MS Office: Word, Excel, PowerPoint
• PDF & DWG Readers
• VSC Security Centre
• BMS Systems (Building management systems)
• SoftCon or similar access control systems
• Gate remotes and motors
• Principles of management and decision making
• Plumbing and electrical distribution board (DB) systems

• Building and/or maintenance experience, preferably in a professional services environment
• Liaising with internal clients and outsourced suppliers
• Driver's license essential in a manual vehicle
• Matric/Gr 12
• Diploma in Project management
• Driver's License EB with zero vehicle restrictions
• Diploma in People management

Adams & Adams