|Location||Cape Town, Cape Town, South Africa|
Admin & Office
We have an opportunity for a Team Leader: Shared Services to join our Shared Services and team. The Team Leader is responsible for providing a coordinated corporate support function to our head office and regional offices, travel operations, vendor management. This role also provides user support across the entity on the use of corporate administrative and financial systems. The Team Leader Shared Services consolidates administrative functions to deliver them in a cost-effective manner, promoting operational efficiencies and service improvements.
The team leader manages employees and ensures that the services provided are successfully performed in all subareas. The Team Leader must be customer service driven.
Ensure compliance of all COVID 19 related regulations (25%)
Implementation of the COVID-19 Workplace Plan in accordance with the regulations issued in terms of section 27(2) of the Disaster Management Act.
Ensure adherence to health and safety protocols as issued and those identified in the risk and hazard assessments.
Adherence to and compliance with all policies, procedures, standards, and processes of CapeNature.
Daily monitoring of the covid-19 mailbox and all staff related concerns.
Updating the CV-19 dashboard daily
Reporting all positive cases to the various government platforms
Updating standard operating procedures, regulations, and procedures as per Government guidelines.
Internal Customer Support (Travel Desk, Reception and Facilities Management )(30%)
To ensure that visitors and clients are received in an excellent and professional manner and that all reception areas always operate a high-quality service.
Review of existing standards and procedures while implementing new best practices to ensure a seamless delivery of front of house services.
Provide hands on management and support for Reception and Travel Desk team
Monitor performance of staff, provide feedback, coaching and training as required.
To provide a cost effective and efficient internal travel desk service.
Work with SCM and Finance to monitor travel spend across the entity.
Enhance customer satisfaction by providing excellent levels of customer service to all stakeholders of CapeNature.
To manage and provide effective and efficient administrative service to the entity and to provide internal and external customers with first class support.
Develop and communicate facilities management guidelines and continue to look for new initiatives,
Overseeing vendor contracts and providers for services including security, parking, cleaning, and other household contracts.
Ensuring that basic facilities, such as water and heating, are well-maintained.
Space utilization management and optimization
ensuring that facilities meet government regulations and environmental, health and security standards.
overseeing building projects, renovations, or refurbishments
Project Administration (15%)
Ensure assigned projects are managed in accordance with the project management and governance framework.
Manage related requests with particular focus to ensure seamless, user-friendly support and service,
Supervise current projects and coordinate all team members to keep workflow on track.
Ensure projects are administered according to agreed timelines and project framework,
Administration and business support around convergence of processes and accurate data.
Records Management (30%)
Manage the registry function to ensure the entity is compliant to all legislative processes.
To develop and management organization wide records management programme to ensure that record keeping, and record management practices effectively meet the entity’s objectives.
Ensure that records management practices comply with the Provincial Archives and Records Service of Western Cape Act
Qualifications and Experience
National Diploma in either Business Management, Public Management or Facilities management and proven professional experience.
Must have successfully completed training courses presented by Western Cape Provincial Archives or Records Management training completed through other reputable institutions.
Minimum of 3 years’ experience in a similar role
At least 3 years’ experience within a facilities management role
At least 2 years within a customer service environment
Proven project management experience
Strong analytical and creative problem-solving skills.
Ability to thrive in a fast-paced environment managing multiple projects and tight deadlines.
Exceptional interpersonal, communication, writing, reporting and presentation skills.
Ability to function independently and within a team.
Ability to prioritize and adapt, managing multiple projects and tight deadlines.
Computer literacy plus advanced proficiency in MS Office
Interested candidates can send their CV