Job Description

Tsebo Facilities Solution is looking for a Office Administrator who will plan, coordinate and provide administrative assistance to the Operational Director
As the leading integrated facilities solutions provider in Africa and the Middle East, operating in over 28 countries, with over 40 000 employees, the Tsebo Solutions Group enables businesses to optimise their efficiency and productivity, and become more successful. We take responsibility of our customers' non-core activities outside of their expertise, empowering them to focus on their core business. Our local expertise, global standards and innovative cross-divisional solutions, such as catering, cleaning, facility management and security, give us the edge to optimise our customers non-core operations, allowing them to enjoy reduced cost, risk and complexity.
Duties & Responsibilities
Account Administration:

• Ensure all invoices are correctly authorised by relevant department heads before receiving into the database. Ensure that the invoice/delivery note correspond with purchase order
• Ensure that all the goods delivered and services rendered for the company are captured onto the financial system and suppliers paid timeously.
• Liaising with Procurement for unapproved purchase orders.
• Querying and following up on incomplete orders or incorrect documentation.
• Return purchase orders to Vendors if there are any errors on the order.
• Capture and process all receivable goods and services.
• Attend to and resolve all related queries.
• Follow up or escalate issues to project managers and /or line manager.
• Ensure rectification measures are implemented to ensure adherence to completion dates.
• Obtain approval for all new and variation requests for PO's and follow up and follow through.
• Update and maintain all Vendor records, PO's and payments.

Daily Administrative Support:

• Improve methods of carrying out work through on-the-job experience.
• Ensure that workflow continues without interruption.
• Ensure efficient and effective performance and turn-around times.
• Regular communication with customers, internal teams and all relevant stakeholders.
• Manage the collation, distribution and control of sensitive information and reports to authorised persons only.
• Ensure all invoices are received, approved and paid timeously.
• Ensure all jobs executed correctly the first time to avoid reworks
• Identify further work opportunities through keen observation of the Client work environment
• Analyse, correct, consolidate and prepare all related documents for reporting purposes.

Customer Service and Advice:

• Keep up to date with business developments and strategic objectives within the environment.
• Provide advice on general changes and compliance within the Admin Office when required.
• Work with existing processes and procedures in such a way that operational efficiencies and performance are enhanced.
• Attend to and resolve all customer queries timeously or escalate when necessary.
• Follow up and follow through on all queries timeously.
• Update and maintain supplier information and relationships.
• Manage conflict.

Skills and Competencies

• Excellent communication skills.
• Excellent interpersonal skills.
• Excellent attention to detail and follow up skills.
• Initiative and problem solving.
• Good time management skills.
• Customer relations skills.
• Organisational skills
• Analytical skills
• Numeracy skills
• Conflict Management skills
• Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting.
• Resilience: ability to cope with setbacks.
• Self-disciplined, motivated, energetic self -starter with an exemplary work ethos.
• Capability to interact with both internal and external customers at all levels.
• Ability to maintain confidentiality.
• Attention to detail with a methodical and structural approach.
• Results focussed and professionalism
• Ability to multitask
• Ability to follow established procedures.
• Ability to work under pressure.
• Project a professional and competent image at all times when on duty.
• Customer centricity.

Qualifications

• Grade 12 (non-negotiable) plus....
• Elementary Bookkeeping
• Minimum 3 years experience in a finance or administration environment.
• Working with multiple stakeholders.
• Excel at intermediate level.

Skills Required