Job Description

Tsebo Facilities Solutions is looking for a Financial & Work Order Administrator to support the Senior Financial Controller by providing financial administrative and accounting support on the TFS contract ensuring compliance to standard policies, procedures and processes in a manner that achieves the objectives of the TFS contract through excellent workplace service delivery in daily operations and according to the master service agreement. Ensure that the work orders are restored within the specified SLA timeframe and close all calls timeously by providing value added customer service to Facilities users and by focusing on customer needs, contractors contractual obligations, and thereby ensuring customer satisfaction
As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people - the heart of Tsebo - is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients' needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.
Duties & Responsibilities
Operational Delivery:

• Liaise with Finance Lead/ Manager to monitor and ensure costs are contained within budgets (OPEX and CAPEX)
• Review and report on monthly variance report as required by your Manager
• Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorisation levels
• Monitor all orders on a daily basis
• Ensure all requests to purchase are followed by a quotation
• Match quotations, purchase orders and invoices on the ONK - TFS /D365 systems
• Follow up to ensure all suppliers submit invoices timeously with service reports where necessary
• Ensure satisfactory completion of jobs and the delivery of jobs by requesting an original invoice and ensure it logged on a spreadsheet
• Ensure all purchase costs are properly allocated to the correct divisions/cost centres
• Accurately complete the TFS invoicing template monthly
• Adhere to cut off dates stipulated by TFS and the Liaise with TFS finance team on payments to suppliers
• Provide reports monthly or as requested by the TFS team
• Assist with the compilation, preparation and review of monthly variance reports
• Liaise with the Workplace Coordinator on the compilation of the TFS operating budgets
• Ensure all invoicing deadlines are met for TFS
• Ensure all sub-contractors adhere to the Quote /invoice cut off dates
• Ensure all invoicing is submitted to TFS head office finance team at the cut off periods
• Ensure all finance administration is complied with on site and in the TFS regional offices

Service Provider Follow-up:

• Follow up call progress with internal & external service providers
• Report on poor performance.
• Escalate calls which have reached 2/3 of their restore time allocation.

Overarching Contractual Delivery:

• Ensure all TFS financial policies and procedures are complied with and:

• where required provide data to support TFS reporting requirements
• at all times during this Agreement act in TFS's best financial interest
• operate a transparent "open" book approach to the financial management of the services
• expenditure management and approvals
• financial audit
• Assist to record and monitor actual spend against budget expenditure throughout the financial year

Customer Focus:

• Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value.
• Interact with client to provide and process information in response to inquiries, concerns and requests about products and
• Conduct client satisfaction survey TFSs to ensure clients are satisfied with the products and
• Keep up to date with business developments and strategic objectives within the
• Provide advice on general changes and compliance within the workplace management framework when
• Work with processes and procedures in such a way that operational efficiencies and performance are
• Attend to and resolve all customer queries timeously or escalate when
• Follow up and follow through on all escalated queries

Reporting:

• Prepare monthly reporting within set timeframes for distributing to the relevant
• Prepare all weekly/monthly reporting within set timeframes for submission to your manager and the client ie. daily/weekly/monthly report of calls logged and work orders created, PO reports, PPM reports etc.
• Update and maintain all relevant records
• Compile and prepare stats as and when required by your manager

Code of Conduct:

• Undertake such other responsibilities as directed by Management that will drive
• Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are
• Take responsibility for one's own
• Promote TFS's & TFS image and corporate citizenry through deliberate and co-ordinated
• Adhere to the TFS's Safety, Health, Environmental and Quality (SHEQ) Management System's Policies & Procedures as applicable to this
• Ensure TFS ethical values are adhered

Skills and Competencies

• MS Office Suite
• Knowledge of facilities management and the hospitality
• Good understanding of the utilisation of the on key TFS /D365
• Proficiency in English; knowledge of additional languages is a plus
• A customer-oriented and professional attitude
• Outstanding communication skills both oral and written
• Excellent organizational and time-management skills
• Hospitality and customer centric
• Knowledge and understanding of service level agreements
• Excellent report writing skills
• Problem solving and analytical skills
• Knowledge of a Helpdesk Package advantage
• Knowledge and understanding of SLAs
• Financial and business acumen
• Budgets
• Emotional Intelligence: ability to work with colleagues who have different ways of behaving and
• Resilience: ability to cope with
• Ability to work unsupervised and within a
• Self-disciplined, motivated, energetic self -starter with an exemplary work
• Capability to interact with both internal and external customers at all
• Ability to maintain
• Attention to detail with a methodical and structural
• Results focussed and professionalism
• Ability to multitask
• Ability to follow established
• Ability to work under
• Project a professional and competent image at all times when on
• Customer
• Ability to deliver high quality and proactive service to internal customers
• Ability to effectively manage
• Ability to use own initiative and to operate with no management support when required

Qualifications

• Grade 12 (non-negotiable) plus
• Bookkeeping/Accounting Certification or equivalent
• Computer literacy on MS Office /ONKTFS /SAGE/D365
• Minimum 3 years' experience in finance in a similar environment

Skills Required