Contracts Coordinator - Johannesburg at Tsebo Solution

Duties & Responsibilities

Operational and Service Delivery:

• Maximising timelines and profit by ensuring Eflow applications are submitted within 3 days and rejections actioned within 4 working days.
• Work with the relevant stakeholders to ensure all work is factored into to submitting approval within 3 days.
• Ensure key performance indicators are captured, reported and displayed for Continually improving planning, scheduling, data management and job reporting systems to increase planning effectiveness and efficiency
• Collaborate with maintenance stakeholders to schedule resources for the most effective production and maintenance outcomes
• Proactively work with the departmental leadership teams to ensure the effective execution of all required maintenance activities.
• Manage relationships and collaborate with contractors and service providers to ensure customer needs are met.
• Establish and maintain a good working relationship with the management and client.
• Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorisation levels
• Update the priority on the Onkey system and assign calls to relevant service providers, noting all relevant details and comments
• Ensure all ABR ‘s submitted for Eflow is according to original vendor quotes and criteria from client process.
• Provide feedback to Supervisor or Manager on daily issues.
• Save and send WO POs to relevant parties where requested.
• Ensure compliance to the work order process on Onkey is maintained and that workorders for ABR has been approved on Eflow.
• Ensure monitoring all orders on a daily basis
• Working with suppliers to obtaining (Multiple) Quotes and make recommendation towards the Client
• Undertake work tasks as allocated by your Manager
• Advise your Manager of any unplanned absence from work immediately
• Assist in implementing and maintaining the quality management system by reporting quality problems as they arise
• Ensuring performance requirements are met (SLA’s and performance management)
• Update, maintain and file an accurate record of all relevant documentation.
• Do standby and other duties as and when required.
• Follow up to ensure all suppliers submit invoices timeously with service reports where necessary as per open WO report.
• Ensure satisfactory completion of jobs and the delivery of jobs by requesting an original invoice and ensure it logged and submitted for payments accordingly through the various systems involved.

Overarching Contractual Delivery 

• Ensure all the Client’s procurement policies and procedures are complied with and:
  • where required provide data to support the Client’s reporting requirements;
  • at all times during this Agreement act in the Client’s best financial interest;
  • operate a transparent “open” book approach to the financial management of the services;

Customer Focus:

• Work with teams to develop and maintain a customer-focused attitude toward activities
• Keep up to date with business 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 queries timeously

Reporting:

• Update and maintain all relevant records on weekly and monthly basis via the Onebox client portal.
• Prepare weekly/monthly reporting within set timeframes for submission to your Manager as requested

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 & Hwawei’s image and corporate citizenry through deliberate and co-ordinated activities.
• 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
• 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

• Proficiency in English; knowledge of additional languages is a plus
• Outstanding communication abilities
• Excellent organizational and time-management skills
• High degree of computer literacy (MS Word, Power Point, Excel)
• Excellent Communication Skills and Relationship Management Skills
• Excellent report writing skills
• Problem solving and Analytical Skills
• Financial and business acumen
• Good oral and written communication skills.
• Ability to plan, organise and control own work effort.
• Have multi-disciplinary basics and exceptional expertise.
• Knowledge of facilities management and the hospitality industry.
• Good understanding of the utilisation of the INFOR EAM system.
• Outstanding communication skills both oral and written
• Excellent organizational and time-management skills
• Knowledge and understanding of service level agreements
• Problem solving and analytical skills
• Financial and business acumen
• Knowledge of supply chain

Qualifications

• Grade 12 (non-negotiable)
• Computer literacy
• Bookkeeping/Accounting Certification or equivalent
• Computer literacy on MS Office and Infor EAM
• Supplier and vendor management
• Service Level Agreements
• Minimum 3 years’ experience in a similar environment