Job Description

Tsebo Facilities Solutions is looking for a Workplace Coordinator to provide site administration support with regard to the service delivery of business support administrative services and daily operations, including Helpdesk Management, Vendor & Financial Management, Reception), in order to ensure maximum customer satisfaction in accordance with the workplace services within the master service agreement.
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:

• Perform site administration functions in order to ensure a professional and efficient workplace management service
• Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorization levels.
• Monitor all work orders and purchase orders on a daily basis, monitor the execution and completion of works timeously
• Conduct monthly verification of WIP and report on variances
• Helpdesk: Oversee work orders to ensure response and resolution times are met, provide monthly reports as requested by your Manager,
• Ensure all suppliers submit invoices timeously with service reports and/or delivery notes as supporting evidence.
• On satisfactory completion of job or delivery, request an original invoice and ensure it is submitted to Finance Department at TFS Head Office within the times and dates agreed.
• Adhere to cut off dates stipulated by TFS and the client.
• Ensure all vendors adhere to the invoicing cut off dates and provide new vendors with the TFS financial process and invoicing details
• Ensure all finance administration is complied with on site.
• Carry out random inspections to check status and take corrective action as required.
• Ensure Purchase Orders are monitored to ensure invoices are received and processed timeously
• Ensure vendors are managed in accordance with TFS policies and procedures.
• Ensure the finances are managed in accordance with the TFS Site Financial Management Process
• Assist with completion of Purchase orders. Site manager is to sign all purchase orders before the order is made
• Assist with faxing of orders and confirmation of payment terms
• Request original invoices from suppliers
• Obtain invoices by stipulated date of each month and ensure that the details on the invoices are accurate and the TFS vat number is on all invoices as well as the supplier's vat number.
• Obtain statements from suppliers and forward to Head Office.
• Deal with all queries regarding the payment to suppliers
• Submit invoice schedule as well as original invoices to Finance Manager timeously each month.
• Ensure all invoices, quotes, delivery notes and purchase orders are filed together.

Contractual Delivery:

• Ensure all Huawei's financial policies and procedures are complied with.

• where required provide data to support T-Systems reporting requirements.
• at all times act in Huawei's best financial interest.
• operate a transparent "open" book approach to the financial management of the services.
• expenditure management and approvals; and
• Financial audit and controls.
• Engage Subcontractors following rigorous procurement processes, at the "best" market rates unless otherwise agreed with Huawei. Ensure that Subcontractors engaged in the delivery of Workplace Services are compliant with commercial management requirements.
• Ensure accurate information is available to support all financial reporting and planning requirements including:

• recording actual costs compared to the charges; and
• ensure the budget is accurately uploaded onto a financial management database within the required timescales.
• record and monitor actual spend against budget expenditure throughout the financial year, ensuring actual spend is maintained within budget.
• prepare any accruals, prepayments and provisions reports by property and by service in a timely and accurate manner.

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 services.
• Conduct client satisfaction surveys to ensure clients are satisfied with the products and services.
• Keep up to date with business developments and strategic objectives within the environment.
• Provide advice on general changes and compliance within the workplace management framework when required.
• Work with processes and procedures in such a way that operational efficiencies and performance are enhanced.

Skills and Competencies

• MS Office Suite
• Knowledge of equipment, materials and suppliers used in facilities management.
• Proficiency in English; knowledge of additional languages is a plus
• A customer-oriented and professional attitude
• Outstanding communication skills
• Excellent organizational and time-management skills
• Hospitality and customer centric focus.
• Bilingual
• Excellent report writing skills
• Problem solving and Analytical Skills
• Financial and business acumen
• Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting.
• Resilience: ability to cope with setbacks.
• Ability to work unsupervised and within a team.
• 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.
• Ability to deliver high quality and proactive service to internal customers
• Ability to effectively manage systems.
• Ability to use own initiative and to operate with no management support when required
• Must be an extrovert and be approachable at all levels in the working environment

Qualifications

• Grade 12 (non-negotiable) plus....
• Business Administration
• Facilities Management or Hospitality Diploma or equivalent
• Help Desk Operations Management
• Minimum 3 years' experience in a similar environment.
• Computer literacy on MS Office and Infor EAM.
• Practical knowledge of cleaning, refreshment (beverage) service and associated appliances.
• Helpdesk Operations Supervision/Management
• Financial Acumen
• Vendor Management
• Project Administration

Skills Required