Workplace Site Coordinator

Tsebo Solutions; Durban; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading solutions provider in Durban is looking for an Operational Delivery professional to manage site administration, ensure compliance with financial processes, and monitor vendor performance. The role requires strong organizational skills and experience in managing operational functions. The ideal candidate will oversee work orders, assist with audits, and provide critical support to ensure effective service delivery. This is a Full-Time position offering an opportunity to grow within the organization.

Qualifications

• Experience in operational administration and vendor management.
• Strong organizational skills to manage multiple tasks effectively.
• Ability to ensure compliance with financial management procedures.

Responsibilities

• Perform site administration functions for efficient workplace management.
• Monitor work orders and ensure timely resolution.
• Adhere to financial management policies and assist with audits.

Skills

Experience Working With Students

Google Docs

Organizational skills

Classroom Experience

Data Collection

Materials Handling

Workers' Compensation Law

OSHA

Special Operations

Team Management

Experience with Children

Supervising Experience

Job description

Operational Delivery

• Perform site administration functions in order to ensure a professional and efficient workplace management service
• Ensure compliance with TFS policies and procedures related to financial management controls and expenditure authorization levels.
• Monitor all work orders and purchase orders on a daily basis monitor the execution and completion of works timeously
• Conduct monthly verification of WIP and report on variances
• Helpdesk: Oversee work orders to ensure response and resolution times are met provide monthly reports as requested by your Manager
• Ensure all suppliers submit invoices timeously with service reports and / or delivery notes as supporting evidence.
• On satisfactory completion of job or delivery request an original invoice and ensure it is submitted to Finance Department at TFS Head Office within the times and dates agreed.

Adherence to cut off dates and vendor management

• Adhere to cut off dates stipulated by TFS and the client.
• Ensure all vendors adhere to the invoicing cut off dates and provide new vendors with the TFS financial process and invoicing details.
• Ensure all finance administration is complied with on site.
• Carry out random inspections to check status and take corrective action as required.
• Ensure Purchase Orders are monitored to ensure invoices are received and processed timeously.
• Ensure vendors are managed in accordance with TFS policies and procedures.
• Ensure the finances are managed in accordance with the TFS Site Financial Management Process.
• Assist with completion of Purchase orders. Site manager is to sign all purchase orders before the order is made.
• Assist with faxing of orders and confirmation of payment terms.
• Request original invoices from suppliers.
• Obtain invoices by stipulated date of each month and ensure that the details on the invoices are accurate and the TFS vat number is on all invoices as well as the suppliers vat number.
• Obtain statements from suppliers and forward to Head Office.
• Deal with all queries regarding the payment to suppliers.
• Submit invoice schedule as well as original invoices to Finance Manager timeously each month.
• Ensure all invoices quotes delivery notes and purchase orders are filed together.
• Assist with minutes of meetings as required.
• Action job cards and advise manager on outstanding job cards and ensure job cards are fully completed and signed off by the requestor.
• Ensure all calls are logged with the help desk.
• Stock management and daily records.
• Provide after hour support for critical emergencies.
• Assist security in reception management.

Contractual Delivery

• Ensure all Huawei's financial policies and procedures are complied with.
• Where required provide data to support T-Systems reporting requirements.
• At all times act in Huawei's best financial interest.
• Operate a transparent open book approach to the financial management of the services.
• Expenditure management and approvals.
• Financial audit and controls.

Required Experience

IC

Key Skills

• Experience Working With Students
• Google Docs
• Organizational skills
• Classroom Experience
• Data Collection
• Materials Handling
• Workers' Compensation Law
• OSHA
• Special Operations
• Team Management
• Experience with Children
• Supervising Experience

Employment Type: Full-Time

Experience: years

Vacancy: 1