Job Description

Tsebo Facilities Solutions is looking for a Soft Services Manager who will be responsible for Overall management and delivery of all Soft Services disciplines on the contract in a manner that achieves the objectives of contract by proactively managing the soft services in accordance with the Master Service Agreement ensuring delivery of a consistent level of service within the contract specification and agreed KPI performance, qualitative and financial targets. The role ensures that all Soft Services activities, compliance obligations, Soft Services projects are delivered in line with client requirements, contractual SLAs/KPIs, statutory legislation, and best industry practice. Support to KZN and Cape Town.
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
Business Development

• Evaluate ideas for additional scope of work and additional opportunities for services and recommend to the client as appropriate.
• Provide innovations and comparisons to market trends and forecast, advise clients accordingly.
• Continued improvement across all aspects of soft services through innovation and efficiencies

Contract Management

• Understanding of the importance to managing a site and the services provided.
• Ensure contract is being delivered in a cost-effective way for the client
• Responsible for soft services budget management and reporting.
• Proactively manage quality of service and introduce innovations in line with market trends and client's initiatives

Financial Management

• Management, reporting and monitoring of performance and accounts to ensure control of spending and budgets.
• Forecasting and budgeting and preparing month end reports for the client and TFS.
• Ensure that all costs and expenditure are within the budgeted levels agreed between the client and TFS.

Maintenance Stock & Inventory Oversight:

• Accountable for the effective management of maintenance materials, consumables, and spare parts.
• Ensure adequate stock levels are maintained to support uninterrupted operations.
• Oversee and approve stock requisitions, usage, and replenishment in line with budget and contractual requirements.
• Implement and monitor stock control systems to minimise wastage, pilferage, and stock-outs.
• Ensure accurate record-keeping and reporting of stock levels, movements, and consumption trends.
• Provide oversight and direction to Storeman, ensuring compliance with stock management procedures.
• Conduct regular audits and reconcile physical stock against system records

Service Delivery

• Assume full responsibility for management of soft services (Cleaning, Hygiene, Pest Control, Waste, Moves and Churns, Reception, Helpdesk, Landscaping, Indoor Plants & Flowers, Beverages, Transport Services, Moves and Churns, Ponds) against contracted scope of works and budget
• Reporting on SLAs and delivering action plans to ensure that SLAs are met/exceeded.
• Planning and execution of site events (eg. Christmas, Religious Festivals and Special Diet needs)
• Day to day supervision of the soft services teams.
• Development of a soft services improvement plan for each service.
• Ensure the accountancy documentation and administration procedures are carried out within set standards
• Ensure that all costs and expenditure are within the budgeted levels agreed between the client and TFS.
• Control all costs such as labour, expenses, cash purchases as agreed with your line manager.
• Deliver consistent and improved quality of Soft Services.

Compliance, Environmental, Health & Safety and Risk Management

• Managing vendor compliance in line with the client and TFS procedures.
• Understanding of when it's necessary to seek advice from the Workplace Manager and to consult for technical expertise to ensure the correct procedures are followed.
• Managing compliance including standard operating procedures, purchasing, statutory requirements (health and safety).
• Comply with all TFS and the client's policies, site rules and statutory regulations relating to Health & Safety, safe working practices, hygiene and cleanliness

People Management/Leadership

• People resource management - including coaching, development and employee engagement.
• Responsible for the leadership of all employees including effective resource management, recruitment, induction, PDPs, development, coaching and performance management.
• Ensuring that HR procedures are followed and ensuring any people related problems are dealt with in line with policy and procedure.
• Arrange & attend monthly & quarterly review meetings as required.

Code of Conduct:

• Promote TFS's & the client's image and corporate citizenry through deliberate and co-ordinated activities.
• Ensure TFS ethical values are adhered to.

Skills and Competencies

• Human Resource management and IR skills
• Negotiating skills
• Time Management Skills
• Excellent oral and written communication skills
• Supplier/Sub-Contractor management
• Hospitality and customer centricity
• People Management skills
• Leadership skills
• Project Management skills
• Presentation skills
• Excellent people management skills, clear thinker with the ability to flex to the demands of the role
• Good understanding of services involved
• Good administrative skills
• Track record of success with strong client relationships
• Good financial acumen, ability to work to a budget.
• Ability to understand data, spot trends and prepare reports.
• Ability to build strong relationships with customers and manage their expectations
• Proven strategic thinker with ability to facilitate change where necessary
• Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting
• Resilience: ability to multitask
• Self-disciplined, motivated, energetic self-starter with an exemplary work ethos
• Excellent communication and negotiation skills
• 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
• Strong organisational skills
• Results focussed and professionalism
• Project a professional and competent image at all times
• Customer centricity
• Peoples person

Qualifications

• Matric
• Hospitality and/or Facilities Management Diploma or Degree or equivalent
• Computer literate on MS Office packages - MS Word, Outlook, Excel
• Project Management
• Minimum 5 years' experience in a similar environment
• Budget Management
• Project Management
• People Management
• Conflict Management
• Workplace Management
• Coaching and mentoring
• Supply Chain Management
• Events Management

Skills Required