Facilities Coordinator

Duties & Responsibilities

Operational Delivery

• Monitor facilities operations and ensure service delivery aligns with contractual requirements.
• Support budget management activities, including OPEX and CAPEX monitoring.
• Review and report on monthly budget variances.
• Ensure purchase requests are supported by quotations and processed according to policy.
• Match quotations, purchase orders, and invoices within the Infor EAM system.
• Monitor supplier performance and invoice submission timelines.
• Ensure all purchases are allocated to the correct cost centres/divisions.
• Maintain accurate invoicing records and supporting documentation.
• Produce monthly invoicing templates and submit invoice packs within agreed deadlines.
• Reconcile supplier payments and ensure continuity of services.
• Maintain contract documentation and statutory compliance records.
• Ensure compliance with Quality, Environmental, Health and Safety requirements.
• Manage landlord compliance documentation and statutory requirements.

Contractual Delivery

• Ensure compliance with both client and Tsebo financial policies and control measures.
• Support budgeting, forecasting, accruals, prepayments and provisions reporting.
• Maintain accurate financial records and spend tracking against budget.
• Support procurement activities and subcontractor compliance management.
• Ensure effective purchase-to-pay controls and goods receipting processes.
• Provide accurate information for financial reporting and audits.
• Monitor expenditure and identify cost-saving opportunities.
• Coordinate annual benchmarking exercises and prepare benchmarking reports.
• Maintain transparency and audit readiness for all financial activities.

Customer Focus

• Deliver a professional, customer-centric facilities management service.
• Respond to customer requests, queries, and concerns promptly.
• Escalate unresolved matters appropriately and track them through to resolution.
• Build and maintain effective relationships with internal and external stakeholders.
• Support continuous improvement of workplace and facilities processes.
• Assist clients with facilities-related compliance and operational matters.
• Manage conflict professionally and constructively.

Reporting

• Prepare and distribute monthly operational and financial reports within agreed timelines.
• Generate Infor EAM reports as required.
• Maintain accurate records and reporting data for management and client review.

Compliance & Governance

• Adhere to Tsebo policies, procedures, and ethical standards.
• Ensure SHEQ requirements are consistently applied.
• Maintain confidentiality and data integrity.
• Take responsibility for personal performance and continuous improvement.
• Support sustainability and corporate citizenship initiatives.

Skills and Competencies

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Infor EAM system proficiency.
• Facilities management processes and standards.
• Supplier and contractor management.
• Budgeting and financial administration.
• Purchase order and invoice management.
• SLA (Service Level Agreement) management.
• Helpdesk administration and service coordination.
• Report writing and presentation skills.
• Financial and commercial awareness.
• Analytical and problem-solving skills.
• Understanding of workplace compliance requirements.
• Customer service and hospitality principles.

Qualifications

Qualifications

• Grade 12 (Matric) – Mandatory.
• Diploma in Facilities Management, Hospitality Management, or equivalent qualification.
• Computer Literacy in Microsoft Office Suite.
• Knowledge of Infor EAM systems.
• Knowledge of Helpdesk Operations Management.

Experience

• Minimum 3 years' experience in a facilities management, workplace management, hospitality, or related environment.