Workplace Services Section Head (Central)

Job Description

Role Purpose

Managing and supervising the daily operations of both facilities and security functions within the organization to deliver a safe, clean, efficient environment for employees and visitors. This role includes supervision of facility services, office supplies and security measures effectively protect employees, visitors, assets, and properties. The role combines strategic planning with day-to-day operational oversight, that ensures facility standards are met and maintained and regulatory compliance to safety and security policies. This role provides effective leadership to a team of facility services personnel.

Responsibilities

Key Accountability Areas

Key Activities

Strategic Leadership and Planning

• Develop and execute strategic plans for facility services operations in alignment with the organization’s goals.
• Set performance objectives, KPIs, and service level standards to ensure consistent quality and efficiency in facility services.
• Evaluate and improve facility services and processes based on facility management and security best practices to enhance efficiency and productivity.
  
  

Facility Services Management

• Managing the delivery of facility services, including cleaning, pest control and waste management, ensuring that high standards are consistently met.
• Oversee office services that include receptions, canteen and catering, office supplies, meeting and workshops arrangements, mail services, and other administrative functions to support daily operations of facilities.
• Conduct periodic inspections and quality assessments of soft services to identify improvement areas, address deficiencies, and implement corrective actions.
• Oversee office relocations and facility improvements and coordinating with facilities teams as needed to maintain a functional and efficient work environment.
• Managing the relationships with contractors and vendors to ensure timely delivery and completion of scheduled tasks, addressing any service deficiencies promptly.
  
  

Security Services Management

• Oversee and coordinate physical security services, ensuring that access control, CCTV monitoring, security patrols, and emergency response protocols are maintained to protect facilities, employees, contractors, and visitors.
• Managing the application, issuance, renewal and tracking of all types of security permits such as individuals, materials and vehicles which requires for admin facilities, airside, military bases, ensuring compliance with aviation and internal regulatory requirements.
• Act as the primary point of contact for on-site security issues, working closely with security teams to address incidents and mitigate risks.
• Monitor adherence to security protocols, ensuring all staff, contractors, and visitors follow established access and safety guidelines.
• Act as the point of contact for on-site security incidents, assisting with investigations and coordinating responses, as necessary.
• Work closely with security personnels and local security agencies to implement security strategies and ensure adherence to aviation security regulations.
• Monitoring and evaluation of implantation the security procedures and emergency response plans.
  
  

Fleet Services Management

• Oversee the company fleet operations, ensuring vehicles are safe, well-maintained, and available to meet operational needs.
• Develop and enforce maintenance schedules, safety checks, and usage policies for all vehicles.
• Ensure compliance with safety, environmental, and regulatory standards in all fleet operations.
  
  

Inventory Management

• Monitor and manage inventory levels of cleaning materials, office supplies, and other facility resources, ensuring adequate stock levels to support continuous operations.
• Track resource usage and expenses, identifying opportunities for cost savings and efficiency.
• Assist in budget management for facility services, providing input on resource allocation and procurement.
  
  

Process Improvement and Quality Assurance

• Develop, review, and update standard operating procedures (SOPs) for facility and general services, ensuring consistent processes.
• Identify and implement best practices and technological solutions to enhance facility operations, optimize workflows, and improve services delivery.
• Track key performance indicators (KPIs) and report on performance outcomes, making recommendations for continuous improvement
• Stay updated on industry trends and innovations in facility management to recommend and adopt effective solutions.
  
  

Budgeting and Financial Management.

• Track expenditures related to facilities services, outsourced services, and security systems, identifying cost-saving opportunities, and improving resource allocation.
• Oversee procurement of facility supplies, security services, and fleet resources, ensuring cost-effective purchasing.
• Provide regular financial reports and updates to management, ensuring transparency and efficient use of resources.
  
  

Incident Response and Emergency Support

• Respond promptly to facility-related incidents or security-related events, coordinating with relevant teams to address and resolve issues quickly and maintain safety and security.
• Support emergency preparedness by participating in drills and training sessions to ensure readiness for potential incidents.
• Document and report incidents to the department head and Safety department, recommending and implementing corrective actions.
  
  

Vendor and Contract Management

• Managing the relationships with contractors and vendors to ensure timely delivery and completion of scheduled tasks, addressing any service deficiencies promptly.
• Conduct regular evaluations of vendor performance, address issues as they arise and implement corrective actions when needed, to ensure high standards and compliance with contractual obligations.
• Ensure that service level agreements (SLAs) meet high standards and compliance with contractual obligations.
  
  

Compliance and Risk Management

• Ensure all facility and security operations comply with organizational policies, regulations, and safety standards.
• Collaborate with compliance teams to conduct risk assessments, manage incidents, and implement corrective and preventive actions.
• Maintain records of inspections, compliance checks, and incidents for regulatory audits and reviews.
  
  

Customer Service and Collaboration

• Act as a point of contact for facility-related issues, addressing concerns from internal departments, users, and other stakeholders.
• Work closely with internal and external departments to ensure coordinated facilities operations and resolve services issues.
• Promote a customer-service focus within the team to enhance the experience for all facility users.
• Conduct regular feedback sessions to assess satisfaction and address the evolving needs of employees and departments to meet changing requirements.
  
  

People Management

• Actively participate in on-the-job training, mentoring, and coaching of subordinates.
• Provide clear direction, prioritize tasks, assign, and delegate responsibility, and monitor the workflow.
• Promote a high-performance working environment embracing SANS’s values.
  
  

Policies, Processes and Procedures

• Support in monitoring day-to-day activities to ensure compliance with stipulated policies and procedures.
• Contribute to the identification of opportunities for continuous improvement of systems and processes taking into account leading practices, changes in business environment, cost reduction and productivity improvement.
  
  

Qualifications

Knowledge and Experience

Minimum of 6 years of experience in Facility Management and General Services, or related field is required.

Education and Certifications

• Bachelor’s degree in Facilities Management, Business Administration, or related field is required.
• Relevant certifications, such as Certified Facility Manager (CFM), security management, customer service, are preferred.