Financial &Work Order Administrator (Fixed Term Contract)

Duties & Responsibilities 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 / D 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 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 manage expenditure 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 services Conduct client satisfaction survey TFSs to ensure clients are satisfied with the products and services Keep up to date with business developments and strategic objectives within the organisation Provide advice on general changes and compliance within the workplace management framework Work with processes and procedures in such a way that operational efficiencies and performance are improved Attend to and resolve all customer queries timeously or when escalated Follow up and follow through on all escalated queries Reporting Prepare monthly reporting within set timeframes for distribution to the relevant parties Prepare all weekly / monthly reporting within set timeframes for submission to your manager and the client (e.g. 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 performance and achieve business objectives Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are handled competently Take responsibility for one's own actions and decisions Promote TFS's image and corporate citizenship through deliberate and coordinated activities Adhere to TFS's Safety, Health, Environmental and Quality (SHEQ) Management System's policies and procedures as applicable Ensure TFS ethical values are adhered to at all times Skills and Competencies MS Office Suite Knowledge of facilities management and the hospitality industry Good understanding of the utilisation of the on-key TFS / D Proficiency in English; knowledge of additional languages is a plus A customer-oriented and professional attitude Outstanding communication skills both oral and written Excellent organisational 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 Budget management Emotional intelligence : ability to work with colleagues who have different ways of behaving Resilience : ability to cope with challenging situations Ability to work unsupervised and within a team Self-disciplined, motivated, energetic self-starter with an exemplary work ethic Capability to interact with both internal and external customers at all times Attention to detail with a methodical and structural approach Results-focused and professional Ability to multitask Ability to follow established procedures and policies Ability to work under pressure and tight deadlines Professional image and communication at all times Customer orientation and service mindset Ability to deliver high quality and proactive service to internal customers Ability to effectively manage multiple priorities and tasks Use of own initiative and operating with minimal management support when required Qualifications Grade 12 (non-negotiable) plus Bookkeeping / Accounting Certification or equivalent Computer literacy on MS Office / ONK TFS / SAGE / D Minimum 3 years' experience in finance in a similar environment Seniority level Entry level Employment type Contract Job function Other Industries Facilities Services #J- Ljbffr #J-18808-Ljbffr