Job Description

Operational Management

• Manage and take responsibility for closing out all operations liaison with Head and Regional Offices.
• Manage catering, housekeeping and laundry operations in accordance with client service standards; Company key performance indicators and site targets.
• Oversee the menu preparation and implementation and its implications for the budget and stock ordering and storage.
• Ensure maximum profitability of the site.
• Oversee the smooth and efficient operations of special functions for the client.
• Ensure that all kitchen, housekeeping, laundry and workshop equipment is clean and in working order.
• Ensure all resources (money, people, stock, equipment, information) on site are optimally utilised on a continual basis and implement interventions to immediately respond to sub-standard operations and performance.
• Ensure all faulty equipment is serviced, repaired or replaced without disruption to services. Establish an effective security and safety system to reduce the risk of incidents including burglary, theft, fire or breach of statutory regulations.

Site Administration

• Ensure accurate and timeous completion and submission to Corporate Office of all weekly administrative and accounting returns for the site units including:

1. order forms, invoices and cash slips
2. stock take sheets, daily issue sheets and broadsheets.

•  Ensure correct and prompt completion and submission to Corporate Office of all administrative and accounting returns in respect of functions, inclusive of:

1. functions analysis sheet with attached invoices
2. cash slips
3. stock sheets
4. stock issue sheets
5. casual wage variations.

• Ensure that the daily issue sheet and broad sheet are captured into the SAM.
• Oversee the administration of petty cash.
•  Ensure that all salary variations, attendance and HR reporting documentation are timeously completed, analysed, actioned and submitted to Corporate Office.
• Ensure that clients are VAT invoiced correctly and promptly for services rendered on a monthly basis and a copy of such invoice is forwarded to Corporate Office.
• Ensure that clients are VAT invoiced correctly and promptly for all special functions and a copy of such invoice is forwarded to Corporate Office.
• Assertively collect payments in respect of outstanding invoices due to the Company from clients in accordance with financial standards and deadlines.
• Monitor and implement price adjustments according to the contract with the client.
• Establish a system of fixed asset control, including but not limited to:

1. keeping accurate records of the assets on site upon commencement of a contract and during the contract
2. accounting for all assets at the end of the contract
3.  recording the movement of assets (eg storage, transfer or disposal).

• Manage the budget planning and control process for the site ensuring monthly analysis of expenditure and revenue against budget and instituting the appropriate corrective action, where necessary.

Health and Safety Compliance

• Ensure that the site facilities and equipment are clean and orderly and conform to health and safety standards.
• Ensure that appropriate protective clothing is always available and used by staff and, where necessary, visitors.
• Ensure that cleanout and housekeeping are done properly (i.e. the facilities are properly washed and sanitised at cleanout, lawn and grass is kept short, drains on site are kept clean, all waste and debris from the site is removed and buildings on site are properly maintained).
• Ensure that access doors and gates are secured at all times to prevent unauthorised and unmonitored access.  Ensure the site and all its operations comply with all relevant health, safety and environmental requirements and Company standards.

Maintenance

• Ensure maintenance of areas that require attention.
• Resolve daily maintenance and urgent maintenance issues in conjunction with the responsible maintenance personnel.
• Test equipment on a weekly basis to ensure reliability and good working order.
• Ensure that all breakdowns are attended to immediately.
• Ensure that assets, plant and equipment are appropriately maintained to ensuring that they operate at optimum levels.
• Manage the implementation of capital and major maintenance projects.

Stock Control
Ensure that:

• stock is issued on a daily basis to the kitchen staff, according to the number of people to be fed and the applicable menu.
• there is sufficient stock in the stores as is required in terms of the number of people to be fed and according to menu specifications.
• all stock is requisitioned in the correct quantities and at the correct quality.
• all deliveries received are in accordance with the quantities ordered, the quality required and the agreed price. Where stock does not meet this standard, the Stores Supervisor must ensure that a credit note is issued by the supplier.
• all stock is received with a valid delivery note and invoice from the suppler, and ensure that such documentation is retained for record purposes.
• all the invoices and cash slips received in terms of goods delivered are signed and stamped with a “Goods Received” Stamp.
• stock rotation is effected.
• a stock count is conducted after new stock has arrived to ensure that the total stock balances in respect of the old stock, new stock, purchases and stock issued.
• all stock is kept securely and under the correct conditions applicable to each type of commodity stored
• Conduct weekly stock takes on a Sunday and ensure that weekly returns are packaged for collection by no later than Tuesday afternoon.
• Conduct a monthly stock take on the last day of every month and ensure that the administrative returns in this regard are received by Corporate Office by no later than the second day of the subsequent month.

Inspections

• Inspect the units, products and service on the site on a regular basis.
• Conduct ad hoc and surprise inspections of units to ensure administrative, service, safety, security, hygiene, health and stock standards are complied with.

Marketing and Client Relations

• Pro-actively identify and explore potential value adding business opportunities and liaise with the Operations Manager, Operations Executive and COO in this regard.
• Ensure customer retention, account growth and sound client relationships.
• Assist in the initiation, presentation and negotiation of key projects / client projects.  Compile client plans and profiles to serve as source of account intelligence.
• Compile all necessary tender documentation and quotations as required from time to time.
• Resolve all client queries and problems in a professional manner.  Ensure that the Company’s branding and signage is displayed throughout the site.

Staff Management

• Ensure all expatriates on site comply at all times with national immigration regulations and laws.
• Lead the site team towards meeting operational standards and targets through regular communication and utilisation of the full organisational talent management tool set.
• Manage training and development of the site team through utilising available training opportunities or contributing to the development of new training solutions in collaboration with site, regional and national training specialists.
• Conduct regular performance appraisals with subordinates and ensure that the process is cascaded throughout the site team.
• Conduct site meetings and ensure that records are kept and shared across the team and that action plans agreed to within team meetings are delivered upon.
• Ensure all other relevant site meetings take place.
• Manage the employee relations climate and ensure corrective action is taken where required in line with relevant legislation and company policy.
• Oversee personnel administration.
• Enforce discipline and conduct management according to company regulations and codes.
• Implement performance management and reporting.  Define and implement necessary staff development programmes.
• Administer IOD’s.
• Reconcile and submit monthly payroll.
• Resolve escalated staff problems and queries.

Effective Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Manage colleagues’ expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.

More Information

•  JOB APPLICATION DETAILS 

  APPLICATION DETAILS
  How To Apply
  Please send through your CV to careers@ifsafrica.com with the Job title as the description.