Workplace Coordinator

Tsebo Solutions Group; Durban; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Tsebo Solutions Group in Durban is seeking a proactive Facilities Administration professional to support workplace management services and procurement processes. You will monitor work orders, verify WIP, manage the Helpdesk, and handle supplier invoices and documentation, ensuring compliance with financial policies and timely execution.

Responsibility includes meeting administration, budgeting controls, and maintaining accurate records while coordinating with internal teams and suppliers to

Qualifications

• Grade 12 (Matric) is non-negotiable.
• Diploma or equivalent qualification in Business Administration or Facilities Management preferred.
• Minimum 3 years’ experience in facilities management, workplace management, hospitality, or administration.
• Proficient in Microsoft Office Suite and reporting.
• Experience with Infor EAM or similar facilities management systems.

Responsibilities

• Perform site administration to support professional workplace management services.
• Monitor work orders and purchase orders daily to ensure timely execution.
• Conduct monthly verification of WIP and report variances.
• Oversee Helpdesk operation to ensure timely response and resolution.
• Manage supplier documentation, invoices, service reports and delivery notes.
• Maintain filing systems for POs, invoices, quotations and delivery notes.

Skills

Microsoft Office

Infor EAM

Facilities management

Procurement process

Financial administration

Report writing

Customer service

Communication skills

Time management

Organisational skills

English proficiency

Bilingual capabilities

Education

Grade 12/Matric

Diploma in Business Administration

Diploma in Facilities Management

Tools

Infor EAM

Job description

• Perform site administration functions to support professional and efficient workplace management services.
• Monitor work orders and purchase orders daily to ensure timely execution and completion.
• Conduct monthly verification of work-in-progress (WIP) and report variances.
• Oversee Helpdesk operations to ensure response and resolution timelines are achieved.
• Manage supplier documentation, invoices, service reports, and delivery notes.
• Maintain accurate filing systems for purchase orders, invoices, quotations, and delivery notes.
• Conduct site inspections and implement corrective actions where required.
• Ensure all service requests are logged, monitored, completed, and appropriately signed off.
• Assist with meeting administration, minutes, and follow-up actions.
• Ensure compliance with Tsebo financial policies, controls, and expenditure authorisation levels.
• Monitor purchase orders and invoice processing to ensure timely payment cycles.
• Assist with procurement administration and supplier onboarding processes.
• Obtain and verify supplier invoices and statements.
• Liaise with suppliers regarding payment queries and account reconciliations.
• Submit invoice schedules and financial documentation within stipulated deadlines.
• Monitor expenditure against approved budgets.
• Support financial audits and maintain accurate financial records.
• Ensure vendors comply with contractual and commercial management requirements.

Duties & Responsibilities

Operational Delivery

• Perform site administration functions to support professional and efficient workplace management services.
• Monitor work orders and purchase orders daily to ensure timely execution and completion.
• Conduct monthly verification of work-in-progress (WIP) and report variances.
• Oversee Helpdesk operations to ensure response and resolution timelines are achieved.
• Manage supplier documentation, invoices, service reports, and delivery notes.
• Maintain accurate filing systems for purchase orders, invoices, quotations, and delivery notes.
• Conduct site inspections and implement corrective actions where required.
• Ensure all service requests are logged, monitored, completed, and appropriately signed off.
• Assist with meeting administration, minutes, and follow-up actions.

Financial Administration & Vendor Management

• Ensure compliance with Tsebo financial policies, controls, and expenditure authorisation levels.
• Monitor purchase orders and invoice processing to ensure timely payment cycles.
• Assist with procurement administration and supplier onboarding processes.
• Obtain and verify supplier invoices and statements.
• Liaise with suppliers regarding payment queries and account reconciliations.
• Submit invoice schedules and financial documentation within stipulated deadlines.
• Monitor expenditure against approved budgets.
• Support financial audits and maintain accurate financial records.
• Ensure vendors comply with contractual and commercial management requirements.

Contractual Compliance

• Ensure compliance with client financial policies and procedures.
• Maintain accurate records to support reporting and planning requirements.
• Support budget management processes through accurate recording of actual expenditure.
• Assist with accruals, prepayments, provisions, and budget reporting requirements.
• Promote transparent financial management practices in line with contractual obligations.

Customer Service & Stakeholder Management

• Deliver exceptional customer service to internal and external stakeholders.
• Respond to client enquiries, concerns, and service requests promptly.
• Conduct customer satisfaction surveys and support service improvement initiatives.
• Manage escalated customer issues and ensure effective resolution.
• Maintain positive relationships with clients, suppliers, and internal teams.
• Support operational efficiency through continuous improvement of workplace processes.

Reporting

• Prepare and distribute accurate monthly operational and financial reports within agreed timelines.
• Maintain records, dashboards, and administration systems required by management and clients.

Compliance, SHEQ & Governance

• Adhere to Tsebo Safety, Health, Environmental and Quality (SHEQ) policies and procedures.
• Ensure ethical conduct and compliance with company policies.
• Promote Tsebo's brand, values, and corporate citizenship.
• Undertake additional responsibilities as reasonably required by management.

Skills and Competencies

• Proficient in Microsoft Office Suite.
• Working knowledge of Infor EAM or similar facilities management systems.
• Knowledge of facilities management equipment, materials, suppliers, and service providers.
• Understanding of procurement and financial administration processes.
• Financial and business acumen.
• Excellent report writing and documentation skills.
• Customer service and hospitality-focused approach.
• Problem solving and analytical skills.
• Strong organisational and time management capabilities.
• Excellent verbal and written communication skills.
• English proficiency; additional languages advantageous.
• Bilingual capability advantageous.

Qualifications

• Grade 12 (Matric) (Non-negotiable)

Preferred

• Diploma or equivalent qualification in:
• Business Administration
• Facilities Management
• Hospitality Management
• Helpdesk Operations Management
• Relevant tertiary technical education and experience.

Experience

• Requirements Minimum 3 years' experience in a similar facilities management, workplace management, hospitality, or administration environment.