Soft Service Administrator

7 months ago

Centurion, South Africa Bidvest Facilities Management Full time

**ROLE PURPOSE**

This role provides comprehensive support to clients regarding soft services. You will be the primary point of contact for client inquiries, escalations, and advising on changes to these services.

**MAIN OUTPUTS**

**Client**
- Dealing with Client queries / escalations regarding Soft Services.
- Assisting with Client advising regarding changes to Soft Services.

**Contract**
- Ensuring Soft Service Purchase Order Alignment to Contractual Fixed Fees.
- Ensuring SAP Equipment and Maintenance Plan alignment to Soft Services on Contractual Fixed Fees.
- Compiling of Soft Service Quotations as per regional operational requests, as well as Client requests for Fixed Fee quotations.
- Assisting Procurement with Vendor annual escalation calculations.
- Providing contractual change inputs to Contract Compliance Manager for Soft Services.
- Providing Procurement with notice on contractual changes for Vendor notification.
- Day to day running of all Soft Services to deliver according to agreed SLA’s.

**Operations**
- Liaison between Soft Service Vendors and regional operations.
- Escalation lead for regional operational issues relating to Soft Services.
- Assistance in determining contractual requirements and obligations for Soft Services.
- Ensuring regional compliance to Hygiene vendor equipment rules vs Adhoc quotes.
- Assisting regional operations in checking if Adhoc quotation received relates to equipment or consumables on Hygiene. If relating to equipment, proposing the cancellation of the Adhoc request, and providing Client feedback on process to follow to have equipment added to Fixed Fee.
- Obtaining and compiling input from regional operations on residential areas where gardening should be added as an Essential Service.
- Assisting with follow up of quotations required on Soft Services from sister companies.

**SAP**
- Loading of Purchase Order values on SAP monthly for Soft Services.
- Creating of Soft Service Equipment on SAP for Adhoc billing purposes.

**Vendors**
- Contact for Soft Service Vendors.
- Ensuring Vendor contractual compliance.
- Arranging and attending Vendor meetings for contractual alignment and issue addressing.
- Vendor relationship building for effective Soft Service Management.
- Reconciliation of monthly Mast Gardening proof of delivery.
- Compiling of quarterly Mast Gardening credit note claims from proof of delivery not received.
- Reconciliation of sister company account listing vs purchase orders issued and performing system alignment on agreed variances.
- Assisting vendors with escalations regarding operational issues.

**Finance**
- Monthly sister company Vendor account vs purchase order reconciliations.
- Monthly reconciliation of purchase order vs credit notes vs proof of delivery received.
- Sending out monthly purchase orders to regional operations and Vendors.
- Compiling monthly purchase order reconciliation for group finance.
- Compiling vendor Adherence Schedule from monthly purchase orders.
- Checking and signing off on Soft Service vendor monthly credit notes and sending to group finance.
- Providing group finance with monthly accruals for Soft Services.
- Assisting group finance with GRIR reconciliation for sister companies.
- Assisting group finance with following up on purchase orders not being goods receipted.

**General Tasks**
- Providing input for monthly reporting regarding Soft Services.
- Assisting with weekly data management department regional operational stats reporting.
- Assisting with monthly data management customer satisfaction survey report compiling.
- Refreshing and compiling of contract compliance daily monitoring reports.

**QUALIFICATIONS AND SKILLS**
**_The Applicant must meet the following requirements:_**
- Grade 12
- 5 Year’s minimum
- SAP - Function Location Management
- SAP - Purchase Order Management
- Code 8

**FUNDAMENTAL COMPETENCIES**
- Financial understanding
- Operational understanding
- IT
- Product Knowledge
- Result Orientation
- Business Acumen
- Customer Focus
- Initiative/proactivity
- Relationship
- Interactive reasoning
- Analytical and forward thinking
- Judgement
- Flexibility
- Teamwork and partnering
- Good time management
- Stress management
- Confidence
- Tolerance of others
- Trustworthy
- Punctual
- Pays attention to detail.

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