Business Support Administrator

**About Us**:
Tsebo Facilities Solution is looking for a Business Support Administrator who will assist on providing professional Financial, Administrative and Co-Ordination support to all Soft service delivery related controls and facilitating the achievement of the soft service operational objectives. Monitor and Ensure compliance to laid down policies, procedures and processes by liaising with all internal and external role players, including suppliers and contractors.

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**:**
Business Support**:

- Liaise with all stakeholders to confirm Facility requirements, scope and objectives.
- Generate documentation as required
- Check submissions received to ensure it complies with all current legislation.
- Check supplier invoice to purchase order for accuracy
- Assist in compiling and preparation of business cases and works authorisation.
- Co-ordinate the approval process of project documentation.
- Assist with the preparation and submission of final accounts
- Monitor and track delivery progress
- Do not approve or certify any payments to suppliers and contractors, where the value of the work differs from the PO value, unless there is a set of approved, and tracked change requests and VO’s.
- Ensure early warnings are issued in good time if any parameter (time, cost, quality) is going to be compromised
- Provide feedback on any queries timeously.
- Capturing and collating of all business operations related documentation received
- Always suggest the use of a Tsebo service to the client, where feasible, to increase cross selling - this is to be done for the wider Tsebo Group of Companies too.
- Verification and submission of business operations support documents received
- Ensure rectification measures are implemented to ensure adherence to completion dates
- Report and escalate to management as needed.
- Collate and prepare appropriate documentation, plans and reports for review and sign off.
- Regular communication with customers, internal teams and all relevant stakeholders.
- Monitor and track budgets ensuring adherence.
- Follow up or escalate issues to Technical managers for resolution.
- Ensure awareness of any Regulatory changes impacting role players

**Daily Administrative Support**:

- Improve methods of carrying out work through on-the-job experience.
- Ensure that workflow continues without interruption.
- Filing and submission of all documentation.
- Ensure efficient and effective performance and turn-around times.
- Provide regular feedback to all relevant staff and stakeholders to ensure compliance with company policies.
- Collate, distribute and control sensitive information and reports to authorised persons only.
- Analyse, correct, consolidate and prepare all project related documents for reporting purposes.
- Update all relevant control mechanisms to reflect current situation accurately
- Communicate challenges / concerns to relevant stakeholders timeously.

**Customer Service and Advice**:

- Keep up to date with business developments and strategic objectives within the environment.
- Keep abreast with and provide advice on general changes and compliance within the business operational frameworks when required.
- Liaise with internal departments to ensure client’s needs are fulfilled effectively and efficiently.
- Work with existing 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 queries timeously.
- Update supplier information and maintain relationships.
- Manage conflict.

**Reporting**:

- Prepare all project weekly/monthly reporting within set timeframes for submission to relevant parties.
- Prepare presentations for Operations/relevant stakeholders when required.
- Update and maintain all records, including guarantees, and approval documentation
- Compile and prepare statistics as and when required.

**Additional**:

- 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 image and corporate citizenry through deliber