Workplace Coordinator - Johannesburg at Tsebo Solution

Duties & Responsibilities    

• Operate the administrative requirements within the Tsebo Facilities Management operation, at Client premises.
• Attend to all general:
• Overflow operational support and office administration,
• Provide administrative support of the Soft Services Manager and associated managers, where necessary.
• Provide assistance to the Works Order Administration Team, attending to escalated and unresolved matters.
• Supporting the Soft Services Manager is compiling scope of works, generating BOQ’s and obtaining comparative quotations from service provider/suppliers.
• Demonstrate and excellent command of English, both written and verbal communication throughout interactions with all Client’s stakeholders.
• Execute and manage cross functional administration activities, under the management of the Soft Services Manager or Operations Executive, across the entire operational, finance and procurement portfolio of the Client contract.
• Prepare and manage all Soft Services staff leave requirements in support of the Soft Services Manager or Operations Executive: (Coordinate, schedule, document, report all aspects of leave in terms of TFS HR requirements),
• Take and prepare minutes for meetings attended by the Soft Services Manager, with the Client, including, but not limited to: weekly, monthly & quarterly KPI reviews
• Prepare and consolidate MS PowerPoint, MS Excel, Word documents presentations, as and when required, including correspondence, proposals and ad-hoc reports if/when required.
• Schedule Meetings and events on behalf of the Soft Services Manager and/or Operations Executive, including preparation of agendas, booking venues and catering and other co- ordination activities.
• From time-to-time, assist the Events Coordinator Team when the workload becomes excessive.
• Custodian/owner of the Consumable for: Hygiene and Beverages: Stock holding levels; utilisation control, reporting and pre-emptive re-stocking
• Custodian of the HSE documentation Process for all legal requirements pertaining to Soft Service Service Providers and/or subcontractors under the TFS Client contract.
• Undertake service provider premises site visits, conduct assessments as to suitability and compliance in accordance with Tsebo/Client operations

Skills and Competencies    

• Good understanding of both Tsebo Facilities Solutions and Client operations: Hard & Soft Skills, with specific skills within the Soft Service operations
• Experience and working knowledge of Operations and associated administration within a Clients Operations is a prerequisite
• Experience and knowledge of Client and Tsebo financial process, documentation management, processes and systems, within Tsebo environment is a requirement
• Assist Tsebo Soft Services Manager and associated Hard Services Team in drafting, submitting, qualifying BOQ’s and consolidation of information, for submission to Client for approval.
• Working knowledge of MS Office, in particular MS Word, Excel, Powerpoint, etc
• Experience and knowledge of facilities management and Soft Services processes and industry within the Client operational environment is required
• Working knowledge of SHEQ requirements and business policies is a requirement
• Ability to assist in managing operational budgets in MS Excel and produce basic reports and analysis.
• Ability to collate, consolidate, merge and prepare minutes, reports, spread sheets, documents, letters and assist with presentations
• Ability to work with Tsebo Net and upload information onto the respective drive/s
• Assist with stock control quality control and make recommendations for process improvements specific to the client operation.

Behavioural Qualities

• Be able to think independently, laterally and operate independently, with limited supervision 

Qualifications    

• Minimum Grade 12.
• Studies toward a Facilities Management qualification.
• Post Matric qualification in Hospitality/Entertainment industry (preferred)
• 4-5 years’ experience within a FM operation, more specifically within a Workplace Management contract within an international Clients operation