Site Administrator

2 months ago

KwaZuluNatal, South Africa Tsebo Group Full time

**About Us**:
Tsebo Facilities Solutions is looking for a Site Administrator to provide site administration support with regard to the service delivery of business support administrative services and daily operations, 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**:

- Maintain a clean office and related facilities environment at all times - reference cleaning schedule and standards.
- Maintain clean common areas and ablution facilities and replenished consumables at all times - reference cleaning schedule and standards.
- Maintain clean and tidy kitchens at all times - reference cleaning schedule and standards
- Make and serve refreshments as required.
- Ensure that cups are clean at all times.
- Ensure that kitchen crockery is well taken of.
- Report breakages and losses in the kitchen.
- Serve tea as per schedule / required
- Perform other related duties as may be required from time to time.
- Provide support to other TFS site personnel as and when required / agreed with management.
- Maintain stock of consumables and cleaning items and advise when running low, as per schedules and standards
- Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorization levels.
- Monitor all orders on a daily basis
- Ensure all suppliers submit invoices timeously with service reports where necessary.
- On satisfactory completion of job or delivery, request an original invoice and ensure it is submitted to Finance.
- Adhere to cut off dates stipulated by TFS and the client.
- Ensure all sub-contractors adhere to the invoicing cut off dates.
- Ensure all finance administration is complied with on site.
- Carry out random inspections to check status and take corrective action as required.
- Ensure that the best quality service is delivered by the Document management team with regards to the safekeeping of client information on and off site.

**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.
- Attend to and resolve all customer queries timeously or escalate when necessary.
- Follow up and follow through on all escalated queries timeously.
- Manage conflict.

**Reporting**:

- Prepare monthly reporting within set timeframes for distributing to the relevant parties

**Code of Conduct**:

- Undertake such other responsibilities as directed by Management that will drive sustainability.
- Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken.
- Take responsibility for one’s own performance.
- Promote TFS’s & TFS image and corporate citizenry through deliberate and co-ordinated activities.
- Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.
- Ensure TFS ethical values are adhered to.

**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

**Qualifications**:

- Grade 12 (non-negotiable) plus.
- Appropriate tertiary technical education and experience or equivalent
- Computer literacy on MS Office and Infor EA

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