ROLE PURPOSE

To ensure effective management of operational processes in order to deliver services as contractually agreed with customers. To provide continued overall support to line management and the regional operations manager.

KEY RESPONSIBILITIES include the following. Other duties may be assigned.

Process Management – Storage (Warehouse, Storage Processing and Active Filing)

• Ensures operational throughput as per SLA agreement specific to box and file storage.
• Evaluates operational workflows and procedures to improve job processes on an ongoing basis.
• Ensures fast and effective retrieval of documents for delivery to clients as required.
• Ensures accurate and timeous location of files and boxes.
• Ensures optimisation of resources with respect to current workloads.
• Ensure compliance to lock down facility procedures.
• Drive required audits and ensures speedy resolution of queries
• Analysing of exceptions and work order reports (QC)

Process Management - Distribution

• Ensures maintenance and optimal usage of fleet vehicles and recommends additions or replacement of vehicles.
• Monitors and ensures that all vehicles conform to corporate identity guidelines.
• Ensure alignment of fast and effective collection and delivery of clients’ documents and records.
• Ensures strict adherence to distribution compliance protocols.
• Analysing of exceptions and work order reports (QC)

Process Management - Vault

• Ensure alignment of fast and effective rotational collection and delivery of required business back-ups to clients.
• Ensure alignment of the accurate capturing, retrieval, delivery, collection of client information.
• Ensures optimisation of routing to maximise vehicle capacity utilisation.
• Ensures that all ad hoc client requests are fulfilled in the most effective manner.
• Manages and ensures effective and efficient maintenance of Vault operational processes.
• Reports operational statistics and client related exceptions to the General Manager on a daily, weekly and monthly basis.
• Ensures that all client complaints and issues are resolved.
• Analysing of exceptions and work order reports (QC)

Process Management - Facilities:

• Ensures optimal management of the maintenance of all buildings, warehouses, facilities, gardens, grounds, equipment, etc.).
• Ensures that agreed work by staff and contractors has been completed satisfactorily and that there are no deficiencies.
• Ensures the sourcing of suitable suppliers and assists in negotiating pricing and service delivery.
• Ensures timeous response to operational emergencies such as electrical failures, water leaks, etc.
• Ensures safekeeping of all equipment (i.e. tools, ladders, etc.).
• Ensure compliance and service fulfilment by the contractors on-site.

Process Management - Operational Health & Safety:

• Ensures the compliance and continued management of Occupational Health & Safety.
• Ensure Health & Safety requirement for all warehouses, facilities, buildings to ensure the organisation has the most compliant, safe and suitable environment for its employees and their activities (i.e. from a health & safety and housekeeping aspect).
• Overall responsibility for inspections and non-compliance.
• Overall responsibility for vehicle safety and conducing of inspections of vehicles to ensure they are safe for staff to travel in and that necessary safety equipment is in order.
• Overall responsibility for all SafeCyte tasks & requirements.

Process Management - Risk

• Responsible for management of all aspects regarding operational risk,
• Manage the progress of the rectification of all issues identified during the regional operational risk audits and action certain items that were raised in order to mitigate the risks identified.
• Obtain full understanding of compliance system in use (SafeCyte) in order to audit non-compliance.
• Responsible for risk and compliance discussions with clients upon request of regional operations manager and the sales team.
• Assist the Regional operations manager with quarterly incident reporting.
• Investigate incidents/accidents to identify the root cause and provide guidance on the future preventative measures.
• Drive a strong well-informed culture of risk management awareness within the region.

Process Management - Security:

• Responsible for supervision of security of all sites, buildings & facilities on a 24 hour basis.
• Maintain and enhance company security and safety routines.
• Ensures security and monitoring systems are functioning at all times.
• Ensures that facility lock-up procedures are adhered to.
• Manages relationship with security supplier/s and their management.

Process Management - General

• Reports on all matters (incidents, facilities, etc), operational productivity to the regional operations manager on a daily, weekly and monthly basis.
• Ensures that areas under supervision comply with the OSH Act and housekeeping guidelines

People Management

• Ensures that staff is trained, skilled and that their expertise is optimally applied.
• Ensures that Safe Work Practises are adhered too
• Ensures that staff are trained on the use of Equipment and Driven Machines(Dumbwaiters)
• Ensures that the working environment contributes to improve staff morale and increase productivity.

Cost Management

• Optimises resources to control and reduce costs.
• Inspects facility and equipment to determine need and extent of service, equipment required
• and type and number of operational staff required.
• Control and Maintains facilities i.e. equipment, safety checks and procedures and policies.
• Responsible for the planning of the day-to-day operations with the respective line Management
• Coordinating with other departments, such as Finance and HR, to ensure effective communication and alignment goals.
• Support operational objectives, KPI's and challenges.

MINIMUM QUALIFICATIONS, EXPERIENCE and KNOWLEDGE: 

The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Bachelor’s Degree preferred.
• Minimum 5 years’ experience within a Operations / Facilities / Maintenance, Supply Chain Management / Logistics / Warehouse Management environment
• Demonstrate good written, oral and listening skills.
• Ability to improve processes, methods and systems.
• Demonstrate a high level of dependability in all aspects of the job with the ability to multi-task.
• Participates as an active and contributing member of a team.
• Customer focused
• Must pay attention to detail
• Must be focused on achieving results and objectives
• Must have business acumen and be able to communicate at all levels
• Demonstrate excellent organisational skills
• Problem solving skills
• Sense of urgency
• Hands on person
• Ability to work under pressure
• Must be able to respond to emergencies after hours/weekends.
• Must be highly computer literate
• Must have a valid driver’s licence with your own vehicle.