Senior Specialist Workplace Management

Purpose & Overall Relevance for the Organization:

Workplaces is responsible for the active management of the Global Real Estate Portfolio including leases and transactions of all the properties, all design, construction and operations for offices, showrooms, and DC’s for adidas.

In this role you are responsible for steering of all Workplace initiatives, this position integrates the Workplace agenda to the operational requirements of the business, covering all Workplaces topics as stated below. The role is taking care of Workplace services for locations operated by Workplaces within Emerging Market South (EMS)

Key Responsibilities:

To Manage Contractor Service Delivery Within The Compliance Of Sheq Framework Standards; Ensure Contractor Compliance With Sla’S, Audit Requirements, And To Manage And Perform Workplace Management Functions.

• Maintain Assets and Inventory within the office
• Conduct Planned Preventative Maintenance (PPM) checks and audits. Be proactive on Reactive Maintenance checks. Aid or undertake remedial work to service calls.
• Conduct the required checks and inspections, report on faults and non--compliance as laid out in the PPM document.
• Access Control management and onboarding of new and existing staff, inclusive of (Creations of cards, cancelling and retrieving access cards, Creations and cancelling parking bays and office park Access)
• Liaising with landlords and vendors for any Workplaces / maintenance and repair issues.
• Ensure high quality of Health and Safety workplace standards.
• Adhere to the adidas Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures.
• Support Manager Workplace Management  with monthly first aid checks, scheduling first aid & fire marshal training and certifications.
• Support Manager Workplace Management on all topics related to Fleet Management including applying/cancelling fuel cards and company vehicle licensing
• Ensure the showrooms & meeting rooms equipment are functioning and work with coordinators to ensure the setup is according to meetings & events plan.
• Support the Manager Workplace Management with coordinating the monthly moves.
• Supporting Manager Workplace Management with staff AMEX cards – applications.
• Maintain and archive Workplace related documentation and ensure workplaces Sharepoint is maintained and updated including maintenance of organograms.
• Manage all internal catering.
• Relieve Workplace Coordinator when necessary.

Procurements

• Purchasing required items for the workplace.
• Collaborating with NTP regarding vendors and POs for processing into the Ariba system.
• Provide necessary support to employees regarding workplace/employee experience queries e.g., office supplies, Stationery, office space, IT equipment (in cooperation with IT, HR etc)

Level Of Authority:

·         From Time To Time, May Act As Stand In For The Fm And/Or Accept Authority In Place Of The Wps Mng.

Key Relationships:

• Leaders in the EM South Cluster / EM / Global
• Workplace Management Peers in other regions and local employees
• External service providers.

Knowledge, Skills, And Abilities:

• People-focused with an excellent ability to communicate with diverse employees
• Passion for working across multiple functions, with multiple stakeholders (sometimes simultaneously)
• Strong Organizational skills and Customer orientation
• Good knowledge in the application of MS Office products.
• Proficiency in English.
• Knowledge of the South African OHS and Building Laws.
• Team player.

Requisite Education And Experience/Minimum Qualifications:

• At least 5+ years’ progressive working experience in Real Estate/Facilities/Office management, with 2 years in Facilities Management within a corporate environment.
• Relevant Diploma or Degree in Project Management, Administration or related field.
• ISO 9001; 14001 & 18001 – Quality, Environmental and Health & Safety Standards knowledge advantage
• Advanced MS Office skills (focus on Powerpoint, Excel and AI tools)
• Experience in a multinational global brand / company, across several territories is advantageous