Facilities Coordinator

Duties & Responsibilities

Operational Delivery

• Monitor and control operational expenditure (OPEX) and capital expenditure (CAPEX) against approved budgets.
• Review monthly variance reports and provide supporting analysis.
• Ensure compliance with Tsebo Facilities Solutions (TFS) financial policies, controls, and authorization processes.
• Manage purchase orders, quotations, invoices, and supplier documentation through Infor EAM.
• Maintain accurate financial records and invoicing schedules.
• Coordinate supplier payments, reconciliations, and service reporting.
• Ensure all invoicing and financial submissions meet client and TFS deadlines.
• Support operating budget preparation and financial reporting.
• Maintain contract documentation and records.
• Monitor compliance with Quality, Environmental, Health and Safety (SHEQ) requirements.
• Manage landlord statutory compliance and health and safety documentation.

Contractual Delivery

• Ensure compliance with client financial policies and contractual requirements.
• Support budgeting, forecasting, accruals, provisions, and expenditure tracking.
• Monitor actual spend against budget and report variances.
• Ensure accurate goods receipting and purchase-to-pay controls.
• Maintain auditable records for invoice validation and payment processes.
• Support annual service benchmarking exercises and improvement initiatives.
• Ensure subcontractors comply with procurement and commercial requirements.

Customer Service & Stakeholder Management

• Deliver professional and customer-focused facilities support.
• Respond to customer enquiries, concerns, and service requests timeously.
• Build positive relationships with clients, suppliers, landlords, and internal stakeholders.
• Resolve escalated queries and conflicts effectively.
• Provide guidance on facilities management processes, compliance, and workplace standards.

Reporting

• Prepare accurate monthly operational and financial reports.
• Generate Infor EAM reports as required by management and the client.
• Maintain reporting records within agreed deadlines.

Governance & Compliance

• Adhere to TFS policies, procedures, and ethical standards.
• Ensure compliance with all SHEQ requirements.
• Take responsibility for own performance and continuous improvement.
• Promote and uphold the reputation and values of Tsebo Facilities Solutions.

Skills and Competencies

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Infor EAM proficiency.
• Facilities and workplace management systems.
• Budget monitoring and financial administration.
• Purchase order and invoice management.
• SLA management and reporting.
• Supplier and contractor management.
• Helpdesk operations.
• Report writing and data analysis.
• Financial and commercial acumen.
• Problem-solving and analytical skills.

Qualifications

Qualifications

• Grade 12 (Matric) - Non-negotiable.
• Diploma in Facilities Management, Hospitality Management, or equivalent qualification.
• Computer literacy in Microsoft Office Suite.
• Infor EAM system knowledge.
• Helpdesk Operations Management knowledge.

Experience

• Minimum of 3 years' experience in a facilities management, workplace management, hospitality, or related environment.
• Experience in supplier management, financial administration, and service delivery coordination.