Workplace Coordinator

1 week ago


Johannesburg, South Africa Tsebo Group Full time

**About Us**:
Tsebo Facilities Solution is looking for a Workplace Coordinator who will be responsible to provide support for the Soft Services Manager in terms of daily Operations and Administration support specifically surrounding supplier contract SLA deliverables and governance/ meetings/evaluations. Be prepared to support all TFS entities within this account under Soft Services

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**:

- Operate the administrative requirements within the Tsebo Facilities Management operation, at Client premises.
- Attend to all general:

- Overflow operational support and office administration,
- Provide administrative support of the Soft Services Manager and associated managers, where necessary.
- Provide assistance to the Works Order Administration Team, attending to escalated and unresolved matters.
- Supporting the Soft Services Manager is compiling scope of works, generating BOQ’s and obtaining comparative quotations from service provider/suppliers.
- Demonstrate and excellent command of English, both written and verbal communication throughout interactions with all Client’s stakeholders.
- Execute and manage cross functional administration activities, under the management of the Soft Services Manager or Operations Executive, across the entire operational, finance and procurement portfolio of the Client contract.
- Prepare and manage all Soft Services staff leave requirements in support of the Soft Services Manager or Operations Executive: (Coordinate, schedule, document, report all aspects of leave in terms of TFS HR requirements),
- Take and prepare minutes for meetings attended by the Soft Services Manager, with the Client, including, but not limited to: weekly, monthly & quarterly KPI reviews
- Prepare and consolidate MS PowerPoint, MS Excel, Word documents presentations, as and when required, including correspondence, proposals and ad-hoc reports if/when required.
- Schedule Meetings and events on behalf of the Soft Services Manager and/or Operations Executive, including preparation of agendas, booking venues and catering and other co
- ordination activities.
- From time-to-time, assist the Events Coordinator Team when the workload becomes excessive.
- Custodian/owner of the Consumable for: Hygiene and Beverages: Stock holding levels; utilisation control, reporting and pre-emptive re-stocking
- Custodian of the HSE documentation Process for all legal requirements pertaining to Soft Service Service Providers and/or subcontractors under the TFS Client contract.
- Undertake service provider premises site visits, conduct assessments as to suitability and compliance in accordance with Tsebo/Client operations

**Skills and Competencies**:

- Good understanding of both Tsebo Facilities Solutions and Client operations: Hard & Soft Skills, with specific skills within the Soft Service operations
- Experience and working knowledge of Operations and associated administration within a Clients Operations is a prerequisite
- Experience and knowledge of Client and Tsebo financial process, documentation management, processes and systems, within Tsebo environment is a requirement
- Assist Tsebo Soft Services Manager and associated Hard Services Team in drafting, submitting, qualifying BOQ’s and consolidation of information, for submission to Client for approval.
- Working knowledge of MS Office, in particular MS Word, Excel, Powerpoint, etc
- Experience and knowledge of facilities management and Soft Services processes and industry within the Client operational environment is required
- Working knowledge of SHEQ requirements and business policies is a requirement
- Ability to assist in managing operational budgets in MS Excel and produce basic reports and analysis.
- Ability to collate, consolidate, merge and prepare minutes, reports, spread sheets, documents, letters and assist with presentations
- Ability to work with Tsebo Net and upload information onto the respective drive/s
- Assist with stock control quality control and make recommendations for process improvements specific to the client operation.

**Behavioural Qualities**
- Be able to think independently, laterally and operate independently, with limited supervision

**Qualifications**:

- Minimum Grade 12.
- Studies toward a Facilities Management qualification.
- Post Matric qualification in Hospitality/Entertain


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