Tsebo Group Job Vacancy for Contracts Coordinator And How to Apply:
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Tsebo Group Job Vacancy And How to Apply
As the leading integrated facilities solutions provider in Africa and the Middle East, operating in over 28 countries, with over 40 000 employees, the Tsebo Solutions Group enables businesses to optimize their efficiency and productivity, and become more successful. We take responsibility of our customers’ non-core activities outside of their expertise, empowering them to focus on their core business. Our local expertise, global standards and innovative cross-divisional solutions, such as catering, cleaning, facility management and security, give us the edge to optimize our customer’s non-core operations, allowing them to enjoy reduced cost, risk and complexity.
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 authorization levels Ordering • Understanding requirements and making specification for materials to be purchased. • Working with suppliers to obtain (Multiple) Quotes and make recommendations 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 the final location and unpacking • Any required follow up actions in case of delivery or quality issues • Instruction to end-user (Up to a 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 to 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 centers •
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 Sin City’s best financial interest;? operate a transparent “open” book approach to the financial management of the services; ? expenditure management and approvals; and? Assist to record and monitoring actual spending against budget expenditure throughout the financial year 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 clients to provide and process information in response to inquiries, concerns and requests about products and services. • 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: •
Prepare monthly reporting 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 & Sun City’s image and corporate citizenry through deliberate and coordinated activities. • Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position. • Ensure TFS ethical values are adhered to.
Skills and Competencies
• MS Office Suite • Knowledge of facilities management and the hospitality industry. • Good understanding of the utilization of the IFS and INFOR EAM systems. • Proficiency in English; knowledge of additional languages is a plus • A customer-oriented and professional attitude • Outstanding communication skills both oral and written • Excellent organizational and time-management skills • Hospitality and customer-centric focus. • Knowledge and understanding of service level agreements • Excellent report writing skills • Problem solving and analytical skills • Financial and business acumen • Knowledge of Budgets and SLA’s • Knowledge of supply chain • Negotiation skills
• Grade 12 (non-negotiable) plus…. • Bookkeeping/Accounting Certification or equivalent • Computer literacy on MS Office, IFS and Infor EAM • Supplier and vendor management • Service Level Agreements • Minimum 3 years’ experience in a similar environment
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