Tshepo Mahlangu

Responsible for the coordination and supervision of residence services and facilities in the Student Residence buildings. Serve as the first point of contact for client services within the residence. Assist students and ensure that student administration is performed and completed according to departmental procedures. Supervise the residence cleaning staff within the residence environment. Ensure that all Occupational Health and Safety requirements are observed.

RESPONSIBILITIES include, but are not limited to:

• Residence Facilities maintenance and operations coordination:Inspect the buildings/infrastructure for any defaults or maintenance work to be conducted;
  Record maintenance faults and register them on the work order system;
  Follow-up with the Department of Facilities Management and contractors to ensure that registered work orders/required maintenance/repair work is attended to within acceptable standards;
  Conduct inspection after the job/maintenance/repair work is done, to determine acceptable work standards and good quality of the repairs/installation/maintenance, and approve/reject such work. Where there is uncertainty, request the support of the Department of Facilities Management in assessing the quality of work;
  Ensure that hygienic standards are maintained in the residence environment before a student and/or guest occupies a room, during stay, and on exit;
  Ensure that the University policies, Occupational Health and Safety and Fire Hazard regulations are adhered to;
  Ensure that study areas and social spaces (including braai areas and outdoor residence facilities) are furnished and maintained accordingly;
  Conduct daily spot checks and quarterly inspection of rooms to ensure compliance with departmental standards;
  Conduct daily checking of security gates, electronic doors and roof access to ensure compliance;
  Ensure waste management is handled in line with protocols of the unit;
  Ensure that there are always spare keys for the locks, an updated keys register, and strict handling and safekeeping of the keys and master keys;
  Ensure that access doors, network points, perimeter access gates, alarms, intercoms, DSTV and other equipment are in working order;
  Provide feedback to students, Heads of Residence and House Committee on progress and completion of maintenance work, including emergencies;
  Administer and ensure the overall building readiness for occupation;
  Ensure that there is a stock of consumables and that consumables are issued to students;
  
• Student administration and placement:Update the students' registration status in residences - working closely with the Residence Placement Office (admissions to residence; transfers to other residences; and termination of residence placements);
  Supply room keys and file room occupation forms accordingly;
  Always ensure that departure forms are completed and room keys returned;
  Conduct room inspections, record any damages and charge/fine the student accordingly;
  Return the room occupation forms to placement office at the end of the year for audit purposes;
  Assist students, address complaints/queries, and provide student support and information;
  
• Supervision of the cleaning personnel:Supervision of cleaning staff and setting up cleaning schedules;
  Monitor work outputs;
  Train staff;
  Manage health and safety protocols;
  
• Asset management and maintenance:Manage and monitor asset movements and transfers, and maintain the asset register;
  Update the inventory lists/registers and submit them to the Assets and Stock Control Officer;
  Ensure that the laundry room equipment is in working order and is provided with the due supplies and consumables;
  Record and request replacement of broken assets, and where possible, record and submit details of students who may be liable for the cost of repairs;
  Liaise with the IT department for IT equipment, and ensure that all IT equipment is in working order;
  Oversee the overall maintenance of assets (e.g. servicing of assets);
  
• Client services:Serve as point of contact for client services;
  Provide student support and referrals to relevant points of contact;
  Share relevant and important information;
  Assist with student Open Days/Choose UP Days, welcoming day and other student programmes as and when needed;
  Contribute towards making the residence environment conducive to academic success and overall wellbeing as a space for Listening, Learning and Living (LLL), and overall student development;
  Ensure overall good and healthy working relations with the residence community (i.e. Heads of Residences, student leaders, students, visitors, etc.) while ensuring the overall wellbeing of the residence environment;
  
• Health and safety:Complete check on permitted (electrical) appliances that students may bring to residences;
  Monitor that there is no tampering with fire and other safety and security equipment and report non-compliance and violation;
  Conduct health and safety and security inspections and report non-compliance;
  Ensure that emergency evacuation plans are adhered to and implemented;
  Ensure communication with the relevant stakeholders regarding any security, health and safety hazards and risks;
  Monitor and report health and safety non-compliance by students, employees, maintenance workers and contractors in the residences;
  
• Administration during visitor accommodation and residence upgrading:Contribute to the process of upgrading and refurbishment;
  Supervise assistants;
  Control access;
  Contribute to upgrade specifications;
  Coordinate movement of furniture and storage;
  Conduct assessment of work completed and report defects.
  

To provide support services to the Guest Accommodation office with regards to the administrative, housekeeping, human resources, operational and maintenance functions related to guest housing at the Department of Residence Affairs and Accommodation's Guest Accommodation Facilities. To observe all Occupational Health and Safety, fire hazards and safety protocols.

• Gusest Accommodation facilities supervision, maintenance and control:Ensure that the Guest Accommodation facilities, e.g., buildings, general infrastructure, furniture, and equipment, are in good working order as per UP standards and compliant with Occupational Health and Safety regulations;
  Control and inspect the Gusest Accommodation facilities;
  Communicate with the Gusest Accommodation Coordinator regarding requests and problem areas;
  Arrange access, monitor and quality control internal and external contractors upon completion of work;
  Approve and close completed work orders on PS, and report poor performances of contractors or contract managers;
  Report general defects and repairs required pertaining to maintenance by using the work order system;
  Conduct bi-weekly Health and Safety inspections and submit reports;
  
• Human resource management:Responsible for supervision, coaching and mentoring of House Keeping staff;
  Monitor set cleaning standards and procedures;
  Arrange meetings with team leaders and staff to discuss cleaning requirements and draft cleaning schedules;
  Monitor the staff work attendance daily, and manage absenteeism, punctuality, staff morale, and administration of staff leave;
  Provide and or arrange the required staff training on cleaning equipment and cleaning chemical usage and prevent wastage;
  Manage conflict amongst Housekeepers and assist with conducting disciplinary enquiries;
  Manage, issue and monitor safekeeping and storage of equipment and cleaning chemicals;
  Manage staff performance and complete staff performance agreements and appraisals;
  
• Client service and communication:Attend to e-mails and real-time incoming telephone calls from clients, internal and external, in line with the prescribed turnaround times;
  Attend to escalated enquiries and ensure feedback is provided;
  Attend to enquiries regarding processes and procedures within the division with the knowledge of what must be escalated to whom;
  Identify and escalate enquiries to Coordinator: Guest Accommodation and/or Deputy Director: Housing Services;
  Establish and upkeep reviews database and provide reports;
  
• Finance and administration:Responsible for inventory inspections and upkeep of inventory lists upon guest check-in and out;
  Assist with debtors’ accounts when the need arises;
  Discuss Gusest Accommodation housekeeping-related budget requirements, plans, and challenges with the Gusest Accommodation Coordinator;
  
• Asset management:Establish and upkeep Gusest Accommodation assets database and control;
  Request replacement of assets where required;
  Facilitate the placement of assets in rooms upkeep and keep records;
  
• Project administration:Plan accommodation of groups/programs; ensure the space is available, gender and culture are considered, keys are available after hours, etc.;
  Assist with the planning of annual Gusest Accommodation facility upgrade projects;
  Assist with holiday/ad-hoc group administration;
  Inspect, record and report defects or incomplete work during renovations by creating snag lists and reporting;
  Contribute to marketing initiatives of Gusest Accommodation facilities.
  

• Company Overview: Department of Residence Affairs and Accommodation
• The purpose is to supervise, control and administer the residence facilities and assets.
• Experience in the following tasks: Supervising services performed by cleaning services contractors according to UP-standards and in compliance with Occupational Health and Safety.
• Building management including initiating and processing maintenance requests.
• Asset management including conducting quarterly stock control and updating the residence asset register.
• Administration including the daily updating of the student residence accommodation register and ordering routine consumable items.
• Performing routine assignments including conducting daily checks of lifts and roof doors, ensuring the performance of daily maintenance tasks, and updating daily request records according to UP-standards and in compliance with Occupational Health and Safety.
• Guest management and ensuring that residence facilities offer a positive experience to students and guests.
• Client service and ensuring a professional relationship with clients, parents and contractors, as well as reporting theft or unauthorized and/or forced access to Security Services.
• Department of Residence Affairs and Accommodation

• Company Overview: Department of Residence Affairs and Accommodation
• Performed tasks in to accommodate international guests and exchange students of the University.
• Welcoming and reception of guests/groups/students.
• Keeping of and maintaining a resident’s register, issuing of keys to guests, allocation of rooms and key control.
• Rendering a counter and enquiries service; general supervision in the residence; further handling of defects and/or problems that have been reported.
• Follow up with guest enquiries and give feedback on repairs for processing payment of external contractors.
• Security and access control – ensure that outside doors are closed at all times and where applicable, the security is on duty.
• Monitor safety and Health of staff and guest/groups/students.
• Conduct inspections and safety checks on the building and monitor relevant fire prevention equipment for compliance with relevant fire safety protocol.
• Assist with the departure of guests; collecting of keys and bedding; pillows; sheets etc.
• Room inspections after departure of guest for the noting of breakages and cleanliness; handling in of resident’s register.
• Monitor student conduct and resolve conflict.
• Working closely with the High performance centre to ensure good conduct of cricket and golf students residing in university accommodation.
• Assist the General caretaker with defects operations in the building.
• Orientate international guests with regards to their surrounding.
• Ensure rooms are well prepared for occupation.
• Compile and update reports on operational progress and suggest improvements to operational systems where necessary.
• General filing and records keeping.
• Working closely with the coordinator and hospitality manager to ensure smooth operation of the department.
• Approve repair and maintenance tasks by outsourced staff.
• Monitor cleaning and security staff.
• Performed inventory checks cutlery and bedding and ordered supplies.
• File all occupation and departure forms.
• Attend meetings for improving operations.
• Allocated parking and monitor the access to the university facilities.
• Any other duties related to the accommodation of guests/groups/students for the period stipulated.
• Department of Residence Affairs and Accommodation

• Company Overview: Department of Residence Affairs and Accommodation.
• Responsible for (but not limited to): supervising, onboarding, and guiding new employees, and responding quickly to questions to improve understanding of job responsibilities.
• Oversaw office inventory activities by ordering, requisitions, stocking, and shipment receiving.
• Managed files and records for clients, and adhered to safety procedures to prevent breaches and data misuse.
• Created, prepared, and delivered reports to various departments.
• Developed strategies to streamline and improve office procedures.
• Coordinated and scheduled meetings and conference calls to optimize the scheduling of senior management.
• Executed a record filing system to improve document organization and management.
• Created and maintained databases to track and record customer data.
• Analyzed stats and reported to the manager as required.
• Department of Residence Affairs and Accommodation Consultant.
• Monitored email accounts regularly and responded appropriately within established timeframes.
• Answered incoming calls promptly and professionally; provided callers with accurate information or directed them to appropriate departments and personnel when necessary.
• Sorted incoming mail for distribution to appropriate personnel.
• Compiled data for statistical analysis and reporting purposes.
• Organized and maintained filing systems for confidential documents, correspondence, and reports.
• Answered phone inquiries, directed calls and took messages.
• Managed calendars to ensure efficient use of time; scheduled appointments as needed.
• Prepared and distributed agendas, minutes, presentations and other related materials for meetings.
• Maintained inventory of office supplies ensuring stock levels are sufficient for daily operations.
• Negotiated contracts with vendors, securing favorable terms and cost savings.
• Automated office operations, managing internal communications, correspondence, record tracking and data analysis.
• Provided HR administrative assistance to management regarding the payment of student assistants and house committee members of the university.
• Delivering a complete and efficient administrative, secretarial function to the line manager;
• Making use of AI applications, to ensure that Minutes of all online stakeholder meetings held are properly dated, recorded, reviewed and filed on server for later reference;
• Maintaining and managing a follow up list for the Line Manager;
• Scheduling stakeholder meetings and take minutes for all on site meetings;
• Setting up the Boardroom for meetings with Stakeholders including arranging catering requirements;
• Providing a dedicated diary management service to ensure the line manager is fully informed about all commitments, purpose of meetings and preparation required, as well as changes in this regard;
• Providing administrative support to the team;
• Handling general email and telephonic enquiries as pertaining to division;
• Ensuring co-ordination of communication and liaison with the staff and Line Manager;
• Assisting with market activities such as Stakeholder meetings.

• Company Overview: Department of Residence Affairs and Accommodation.
• Responsible for (but not limited to): supervising, onboarding, and guiding new employees, and responding quickly to questions to improve understanding of job responsibilities.
• Oversaw office inventory activities by ordering, requisitions, stocking, and shipment receiving.
• Managed files and records for clients, and adhered to safety procedures to prevent breaches and data misuse.
• Created, prepared, and delivered reports to various departments.
• Developed strategies to streamline and improve office procedures.
• Coordinated and scheduled meetings and conference calls to optimize the scheduling of senior management.
• Executed a record filing system to improve document organization and management.
• Created and maintained databases to track and record customer data.
• Analyzed stats and reported to the manager as required.
• Department of Residence Affairs and Accommodation Consultant.
• Monitored email accounts regularly and responded appropriately within established timeframes.
• Answered incoming calls promptly and professionally; provided callers with accurate information or directed them to appropriate departments and personnel when necessary.
• Sorted incoming mail for distribution to appropriate personnel.
• Compiled data for statistical analysis and reporting purposes.
• Organized and maintained filing systems for confidential documents, correspondence, and reports.
• Answered phone inquiries, directed calls and took messages.
• Managed calendars to ensure efficient use of time; scheduled appointments as needed.
• Prepared and distributed agendas, minutes, presentations and other related materials for meetings.
• Maintained inventory of office supplies ensuring stock levels are sufficient for daily operations.
• Negotiated contracts with vendors, securing favorable terms and cost savings.
• Automated office operations, managing internal communications, correspondence, record tracking and data analysis.
• Provided HR administrative assistance to management regarding the payment of student assistants and house committee members of the University.

• Cultivated relationships with potential customers and businesses to increase sales.
• Maintained records of all sales activities including customer details, orders placed, payments received.
• Prepared presentations for potential customers outlining the benefits of our products or services.
• Participated in team meetings to discuss progress towards goals and objectives set forth by management.
• Utilized social media platforms such as LinkedIn and Twitter to reach out potential leads and build relationships with them.
• Assisted in developing and implementing marketing campaigns aimed at increasing brand awareness and generating more leads.
• Analyzed financial data to develop business plans that maximize profits.
• Cross-sold additional products and services to purchasing customers.

• Company Overview: Department of Residence Affairs and Accommodation
• Assist students with queries regarding residence placements and waiting list.
• General office tasks.
• Handling telephone inquiries and emails.
• Forwarding urgent queries to the placement management.
• Assist in waitlisting/placement of students.
• Guide students in selecting best residence according to their study choice.
• Handle documentation and process data accordingly.
• Department of Residence Affairs and Accommodation

• Company Overview: Department of Residence Affairs and Accommodation
• Monitor storage facilities to ensure safety of students and property.
• Ensure compliance with all appropriate regulations for storage of items.
• Ensure safety and security of the storage facilities and report any risk danger and/or Fire.
• Plan and manage the storage process to ensure smooth running.
• Create and allocate space for students to store their belongings.
• Organize storage facilities for storage.
• Assist students with safely handling property and during their departure to and from Hatfield studios.
• Security and access control: ensure that outside doors are always closed.
• Keep record of all stored items and locations for ease of access and minimal confusion.
• Department of Residence Affairs and Accommodation

• Company Overview: Department of Residence Affairs and Accommodation
• Rendering a counter and enquiries service.
• Assist with keeping of and maintaining a resident’s register, issuing of keys to guests, allocation of rooms and key control.
• Assist with conducting inspections and safety checks on the building.
• General office tasks and filling.
• Assist with studio apartments inspections after departure of student for the noting of breakages and cleanliness.
• Issuing of toilet paper and washing tokens and record keeping.
• Report defects to the maintenance team and follow up with the repairs.
• Setting up notices to communicate relevant information to students.
• Forward disciplinary complaints to the head of residences.
• Assist with orientation of students and parents of the building.
• Handling telephone enquiries.
• Assisted with the planning of intake of new students.
• Department of Residence Affairs and Accommodation

• Assisted in the construction of structures such as barns, sheds, and shelters, as needed.
• Performed general maintenance on farm machinery and vehicles.
• Cleaned out barns, stalls, pens, yards, and gardens; disposed of waste properly.
• Monitored crop health and growth rate; reported any issues to supervisor.
• Provided assistance during birthing season by monitoring pregnant animals closely.
• Operated farm equipment to cultivate soil, plant crops, and apply fertilizer or pesticides.
• Repaired fences to keep livestock safely enclosed in pastures or feedlots.
• Inspected property for weeds or pests that could damage the crops or harm livestock.
• Worked with supervisors to develop strategies for improving production yields.
• Loaded harvested products onto trucks for transport to market locations.
• Conducted routine inspections of facilities to check for necessary repairs or replacements.
• Fed animals their daily rations of grain and hay; monitored their health for signs of illness or injury.
• Assisted in the planting and harvesting of crops, such as corn.
• Removed debris from fields prior to planting new crops; weeded existing fields as required.
• Harvested crops manually and with machinery, minimizing loss and damage.
• Managed irrigation systems to ensure adequate water distribution.

• Company Overview: Tuksres
• The purpose is to supervise, control and administer the newly built residence facilities and assets.
• Supervising services performed by cleaning services contractors according to UP-standards and in compliance with Occupational Health and Safety.
• Building management including initiating and processing maintenance requests.
• Asset management including conducting quarterly stock control and updating the residence asset register.
• Administration including the daily updating of the student residence accommodation register and ordering routine consumable items.
• Performing routine assignments including conducting daily checks of lifts and roof doors, ensuring the performance of daily maintenance tasks, and updating daily request records according to UP-standards and in compliance with Occupational Health and Safety.
• Guest management and ensuring that residence facilities offer a positive experience to students and guests.
• Client service and ensuring a professional relationship with clients, parents and contractors, as well as reporting theft or unauthorized and/or forced access to Security Services.
• Tuksres

• The purpose is to assist in the administration of the institution.
• Perform administrative, reception and clerical duties as requested.
• Filing, data capturing, typing notes and documents, and office stock control.
• Checking computers, setup class schedules and perform other duties as requested.
• Setting up study material.
• Monitoring students during tests and exams.
• Facilitating in mathematical literacy as an NQF 3 sub-prerequisite subject for students to complete the course in Basic computer literacy.
• Preparing and setting up meetings, completing minutes and reports as required.
• Setting up event venues, attire, and documents for graduation events.

• Appointed by TC as an independent agent and not an employee or distributor of TC, in respect of the Services to third-party persons and customers.
• The Agent shall use his best endeavors to promote to all potential purchasers thereof, and work diligently to obtain leads therefore.
• Purchased stocks of instruction books, pamphlets, catalogues, and advertising material as it considers reasonably sufficient, with a view to promoting sales of the product.
• Developed marketing materials to promote products and services offered by the company.
• Conducted regular reviews with clients to review coverage levels, assess risks, and make recommendations for improvement.

• Company Overview: UP Arts Department
• The purpose is to provide office support for the University of Pretoria Choir manager’s office.
• Provide general office duties, (i.e. filing, data capturing, arranging documents).
• Organize, plan and execute choir events with the direction of the manager.
• Update information in the system and summarizing needed information for reports.
• Ordering, collecting and delivering documents, advertisement posts, and letters in the campus to various departments and Professor accordingly.
• Stock taking of office supplies and replenishing as required.
• Produce notices and invites for concerts, both in hard and soft copies.
• Update the choir’s website and social media profiles and posts.
• Leasing between the accountant’s offices and the financial offices to correct errors and update payments related to the arts department.
• Other required duties in the office of the Manager and UP Arts respectively.
• UP Arts Department

• Mixing concrete and delivering bricks, sand and collecting rubble
• Installed ceiling bantering (38 x 38) timbers, ceiling boards, and cornice.
• Repaired damaged structures including roofs, floors, walls.
• Cleaned up construction debris and hazardous materials from work sites.
• Assembled forms for concrete pours with appropriate hardware and braces.
• Operated power tools such as saws, drills, and grinders safely.
• Followed instructions from supervisors regarding specific tasks.
• Inspected completed work to ensure quality standards were met.
• Set up scaffolding for workers to access higher levels of buildings.
• Loaded and unloaded building supplies from delivery trucks onto job sites.
• Ensured that safety protocols were followed at all times during work hours.
• Reported any issues or problems encountered during the course of work.
• Maintained tools and equipment used in construction activities.
• Dug ditches or trenches, backfilled excavations or compacted and leveled earth to grade specifications.
• Loaded or unloaded building materials to distribute machinery or tools.