Facilities Coordinator

Tsebo Solutions Group; Durban; On-site; ZAR 360,000 - 540,000; Full time

Job summary

Tsebo Solutions Group is seeking a skilled Facilities Financial Administrator in Durban, SA to monitor OPEX/CAPEX against budgets and ensure strict policy compliance. You will manage POs, invoices, supplier docs, and reporting, coordinating payments and service reporting with clients.

The role requires a Diploma in Facilities Management or Hospitality Management, Grade 12, and solid experience with Infor EAM and MS Office. Diligence and strong analytical skills are essential for success.

Qualifications

• Qualifications include Grade 12 (Matric) and a Diploma in Facilities Management, Hospitality Management, or equivalent.
• Proficiency with Microsoft Office Suite and Infor EAM is required.

Responsibilities

• Monitor and control OPEX and CAPEX against approved budgets.
• Review reports, variances, and provide analysis.
• Ensure compliance with financial policies and authorization processes.
• Manage POs, quotations, invoices, and supplier documentation.
• Maintain accurate financial records and invoicing schedules.
• Coordinate supplier payments and reconciliations.
• Prepare operating budgets and financial reporting.
• Maintain contract documentation and records.
• Ensure SHEQ compliance and landlord safety documentation.
• Provide professional facilities management support and stakeholder liaison.
• Generate Infor EAM reports and maintain reporting records.

Skills

Microsoft Office Suite

Infor EAM

Facilities management

Budget monitoring

Purchase orders

Invoice management

SLA reporting

Supplier management

Helpdesk operations

Data analysis

Financial acumen

Education

Grade 12 Matric

Diploma in Facilities Management/Hospitality Management

Tools

Infor EAM

Job description

• 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.

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

• 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.