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Facilities Coordinator
2 weeks ago
**About Us**:
Tsebo Facilities Solutions is looking for a Facilities Coordinator to ensure quality systems and processes are adhered to and monitored on an ongoing basis in a manner that achieves the contractual objectives of Sage by providing supervisory direction and site support thereby ensuring maximum customer satisfaction in accordance with the workplace/facilities 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**:
- Liaise with Site/Facilities Managers to oversee, monitor and ensure costs are contained within budgets (OPEX and CAPEX).
- Review and report on monthly variance reports.
- 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 requests to purchase followed by a quotation.
- Match quotations, purchase orders and invoices on the Infor EAM system.
- 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 logged on a spreadsheet.
- Ensure all purchases are costed to the correct divisions.
- Accurately complete the TFS invoicing template monthly.
- Adhere to cut off dates stipulated by TFS and the client. Liaise with the client’s finance team on payments to suppliers
- Pull Infor EAM reports monthly or as requested by the TFS team and the client.
- Liaise with the Senior Workplace/Facilities Manager on the compilation of the TFS operating budgets
- Ensure all invoicing deadlines are met for both the client and TFS
- Ensure all sub-contractors adhere to the invoicing 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.
- Liaise with TFS Managers to ensure all contract documentation is maintained and updated
**Contractual Delivery**:
- Ensure all the client’s financial policies and procedures are complied with.
- Engage Subcontractors following rigorous procurement processes, at the “best” market rates unless otherwise agreed with Total.
- Ensure accurate information is available to support all financial reporting and planning requirements including:
- Budgeting:
- recording actual costs compared to the Charges; and
- ensure the budget is accurately uploaded onto a financial management database within the required timescales;
- Prepare any accruals, prepayments and provisions reports by property and by service in a timely and accurate manner.
- Provide a fully auditable service for the accurate and timely receipt, validation and payment of invoices received from third parties in provision for any of the services specified, so that costs and payments can be fully reconciled.
- Ensure that where services are recovered internally the appropriate information, controls and systems are in place are adhered to.
- Undertake benchmarking of each service line annually to help the client deliver best value from the Services in terms of both efficiency and effectiveness
- Provide regular benchmarking of the Services and as required supporting assessments
**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.
- Keep up to date with business developments and strategic objectives within the environment.
- Provide advice on general changes and compliance within the workplace/facilities management framework when required
**Reporting**:
- Prepare monthly reporting as required 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 & the client’s image and corporate citizenry through deliberate and co-ordinated activities.
- Adhere to the TFS’s Safety, Health, Environmenta
