Office and Commercial Coordinator

MAIN PURPOSE OF JOB:

This role is responsible for creating a warm, professional and welcoming environment for all visiting the Mane Kenya Office. To co-ordinate the day-to-day administrative and operational requirements of the office as well as maintenance of the facility, ingredient and consumable stock management for shared areas and act as a back-up for commercial support.

SCOPE OF JOB:

Independence (Finance)

• Provide input into and adhere to the annual maintenance and operational budget for the Mane Kenya Office, ensuring compliance to financial processes (e.g. multiple quotes) and remaining within budget constraints.
• Maintain a database of reliable, cost-effective suppliers and manage SLAs with external service providers.
• Management of Petty Cash for relevant payments while ensuring compliance to financial processes.
• Reduce waste by identifying and eliminating non-value-adding activities and identifying opportunities to improve cost efficiency.
• Provide input into annual CAPEX process.

Innovation

• Implement and continuously improve systems, processes, and administrative tools to ensure smooth operation of the Mane Kenya Office.

Customer Centricity

• Provide a professional, safe, and welcoming environment for visitors, customers, and staff.
• Assist internal and external visitors with Travel Documents, Accommodation Bookings facility bookings, including meeting rooms.
• Coordinate customer visits and events at the facility, through the overseeing of catering, providing Wi-Fi access, cleaning, and logistics, including after-hours functions.
• Support visiting MANE employees with workspaces, connectivity and other logistics.
• Provide day-to-day operational support to the employees based at the Mane Kenya Office, such as, courier services, stationery issuing, birthday calendar, etc.
• Manage security aspects of the Mane Kenya Office, including but not limited to lock-up procedure, first-contact for Security service provider and control of physical access rights.
• Ordering and management of day-to-day consumables and requisites, such as refreshments, protective clothing, stationery, cutlery and crockery and cleaning materials.
• Coordinate availability and proper functioning of relevant IT systems, such as Teams devices, printers and Wi-Fi and managing the resolution of system failures with the IT team through the appropriate channels.
• Manage the cleaning staff in terms of effective execution of their duties as well as related service providers.
• Ensure the Mane Kenya Office remains in world-class condition through logging and tracking maintenance requests related to defects and damages and maintaining a high standard of cleaning throughout the building.
• Oversee hygiene, pest control, waste disposal, and plant care to maintain professional and sustainable facilities.

People

• Align yourself to the performance driven culture through the implementation of performance management and talent management.
• Participate in development planning process.
• Align yourself to the Mane Code of Ethics.
• Align yourself to the Value System.

Corporate social responsibility

• Adhere to the Code of Ethics and drive ethical business practices across the group including the management of anti-competitive behaviour.
• Participate in Group wellness and CSR activity and utilize group resources in this regard.
• Drive awareness of group energy consumption initiatives.
• Support the SHEQ and OHS landscape across the group.
• Ensure external service providers are vetted and compliant with national health and safety regulations before entering the site and monitors the Site "permit to work" system.
• Assist with investigating incidents/accidents, including required documentation and reporting, in line with regulatory requirements.
• Manages occupational health and safety related surveys, as required.

Back -up for Sales

• Ensure knowledge and access to the required GPMS functions to perform stand-in role, when required, for the Operations Controller.
• Assist, when necessary, to perform functions on GPMS including SUBs, SAMPs, QUOTES, INFOs.
• Assist, when required, with the receiving and dispatching of samples both within Mane branches and to customers.
• Communication with customers when required.

VALUES, ETHICS & PERSONAL ATTRIBUTES:

• Ability to operate in a privately owned and managed entity
• Ethically driven to achieve business results.
• Focus on sustainability to ensure business continuity.
• Strong interpersonal skills with the ability to communicate and influence at all levels within the organisation.
• Must be able to work independently and also as part of a team organisation and collaborate across the business.
• Ability to work under pressure and make good decisions in pressurised situations.
• Ability to hold all employees accountable to deliver on their required outputs.
• A good communicator with the ability to read and write in English.
• Upholds the
  company´s values
  , rules, and policies and lives the MANE Way: Passionate about our customers' needs, operating with a family culture of respect and trust, and maintaining the highest ethical standards within a professionally managed business environment.

QUALIFICATIONS AND SKILLS LEVEL:

Essential

• Senior Certificate
• Computer literacy
• 2-5 years' relevant experience
• Excellent English communication and people skills