Contracts Coordinator - North West at Tsebo Solution

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 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 monitor actual spend 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 client 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.

Skills and Competencies    

• MS Office Suite
• Knowledge of facilities management and the hospitality industry.
• Good understanding of the utilisation of the INFOR EAM system.
• 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
• Budgets
• Knowledge of SLA’s
• Knowledge of supply chain

Qualifications    

• Grade 12 (non-negotiable) plus….
• Bookkeeping/Accounting Certification or equivalent
• Computer literacy on MS Office and Infor EAM
• Knowledge of IFS
• Supplier and vendor management