Contracts Coordinator

**About Us**:
Tsebo facilities Solutions is looking for a Contracts Coordinator to support the Contract Manager by providing procurement administrative and accounting support on the Sun City contract ensuring compliance to standard policies, procedures and processes in a manner that achieves the objectives of the Sun City contract through excellent facilities management service delivery in daily operations and according to 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 relevant stakeholders to monitor and ensure costs are contained within budgets (OPEX and CAPEX)
- Review and report on monthly variance reports as required by your Manager
- Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorisation levels

**Ordering**
- Understanding requirements and making specification for materials to be purchased.
- Working with suppliers to obtaining (Multiple) Quotes and make recommendation to Sun City.
- Contracting / Ordering materials (via Supplier systems)

**Delivery**
- Any coordination that is required for delivery or installation.
- Receiving, visual inspection and sign off for delivery.
- Internal transport to final location and unpacking
- Any required follow up actions in case of delivery or quality issues
- Instruction to end-user (Up to maximum of 1 hour)
- Filing associated documentation. (Manuals, Warranty certificates)
- Obtaining final acceptance from Sun City if required.

**Finance and Admin**
- Invoicing to Sun City according agreement / processes
- Covering any difference between supplier terms and the standard payment terms between Sun City and Supplier
- Identify and escalate risks until final acceptance by Sun City has been signed
- Transferring warranty to Sun City
- Supporting Sun City Asset Registration process. (Providing info to finance, and attaching asset tag)
- Ensure monitoring of all orders on a daily basis
- Ensure all requests to purchase are followed by a quotation
- Follow up to ensure all suppliers submit invoices timeously with service reports where necessary
- Ensure satisfactory completion of jobs and the delivery of jobs by requesting an original invoice and ensure it is logged on a spreadsheet
- Ensure all purchase costs are properly allocated to the correct divisions/cost centres
- Adhere to cut off dates stipulated by TFS and the client.
- Ensure all invoicing deadlines are met for both Sun City 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
- Familiarise yourself with and ensure ongoing implementation of TFS’s quality management system for all policies and procedures related to Quality, Environment and Health and Safety
- Communicate terms of trade to suppliers to ensure compliance when necessary
- Overarching Contractual Delivery
- Ensure all Sun City procurement policies and procedures are complied with and:

- Where required provide data to support Sun City reporting requirements
- At all times during this Agreement act in Sun City’s best financial interest
- Operate a transparent “open” book approach to the financial management of the services
- Expenditure management and approvals
- Assist to record and monitor actual spend against budget expenditure throughout the financial yeah

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 se rvices.
- 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:

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