Job Description

Tsebo Facilities Solutions is looking for a Senior Office Administrator.
Ensure that all air handling units, filtration systems, ventilation systems and self-contained air conditioner systems within the hospital are installed and maintained in such a way that all the laws and regulations are adhered to.To ensure all new installations at I.A.L.C.H. conform to the relevant regulations and that the installations are done to the required standard.
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. to find out more about who we are in a nutshell.
Duties & Responsibilities
Project Finance, Coordination & Administration:

• Coordinate project completion, planning, cost estimation, financing, and cost control.
• Conduct visual quality assurance inspections when required.
• Log work orders and create purchase orders.
• Liaise with clients to identify project requirements, scope, and objectives.
• Assist in compiling business cases and work authorizations.
• Coordinate the approval process of project documentation.
• Ensure client needs are met and resolve project-related issues.
• Conduct risk management and implement rectification measures.
• Prepare project proposals, schedules, budgets, and monitor progress.
• Act as the contact point for project status communication.
• Report to management and ensure timely project documentation.
• Monitor project budgets and manage budget coalition for facilities management.
• Establish internal controls for accounting functions and invoice coding.
• Ensure financial controls are maintained and assist with financial reporting.
• Manage account queries and outstanding debtors.
• Process pass-through costs and payments, including supplier contract administration.
• Handle invoice queries and follow up on unpaid invoices.
• Monitor team leave days and participate in client meetings.
• Monitor accruals for financial year-end.

Daily Administrative Support:.

• Maintain uninterrupted workflow and efficient filing of project documentation.
• Schedule and conduct feedback meetings with stakeholders.
• Control sensitive information distribution and prepare project-related reports.
• Support Project Managers during site visits and meetings.
• Communicate meeting outcomes to relevant parties.

Stakeholder Management:

• Identify project-impacted individuals/organizations and manage expectations.
• Develop engagement strategies for stakeholders throughout project execution

Customer Service and Advice:

• Facilitate open communication and provide timely project-related advice.
• Stay updated on business changes and ensure compliance within project frameworks.
• Resolve customer queries and enhance operational efficiencies.
• Maintain supplier information and manage conflict resolution.

Reporting:

• Prepare and submit project reports on a weekly/monthly basis.
• Compile presentations and maintain project documentation for reference.
• Generate statistics and maintain project records, including financial data.

Skills and Competencies

• 3rd Party Management of financial transactions
• Budget Management.
• Reporting and tracking.
• Relationship Management
• Acute awareness of project interdependence
• Attention to detail
• Cost reporting
• Computer literate
• Excellent interpersonal skills
• Excellent interpersonal skills
• Attention to detail and strong organisational skills
• Good communication skills
• Ability to display professionalism

Qualifications

• Matric/Grade 12
• Diploma in Project Management or Equivalent
• Related technical knowledge
• Minimum 3 years' experience
• finance administration.
• Working with multiple stakeholders.
• MS Word, Excel, MS Outlook, MS Project.