Contracts Coordinator

About Us

Tsebo Facilities Solutions is looking for a Contracts Coordinator to support the Contract Manager by coordinating procurement, financial administration, and contract-related activities. The role ensures compliance with company policies and service level agreements while supporting efficient facilities management service delivery aligned to the contract objectives.

As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people – the heart of Tsebo – is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

Duties & Responsibilities

Procurement & Supplier Coordination

• Source quotations from suppliers and prepare recommendations
• Raise purchase orders and coordinate ordering processes
• Maintain effective relationships with suppliers and service providers
• Ensure all purchases are supported by approved quotations
• Monitor supplier compliance with agreed terms and conditions

Delivery & Asset Coordination

• Coordinate delivery, installation, and internal distribution of goods Inspect deliveries and ensure quality standards are met
• Resolve delivery or quality issues with suppliers
• Maintain accurate records (manuals, warranties, documentation)
• Support asset registration and tagging processes

Financial Administration

• Process invoicing in line with client agreements and timelines
• Track and monitor orders daily to ensure completion
• Ensure correct allocation of costs to divisions and cost centres
• Support variance reporting and budget tracking (CAPEX and OPEX)
• Ensure adherence to financial controls, approval limits, and cut-off dates

Contract & Compliance Support

• Ensure compliance with procurement policies, procedures, and SLAs
• Maintain a transparent and accurate financial tracking process
• Monitor spend against budget and highlight risks
• Support implementation of SHEQ and quality management systems
• Ensure alignment with company and client contractual requirements

Customer & Stakeholder Engagement

• Respond to client queries and provide timely resolutions
• Build strong working relationships with internal and external stakeholders
• Support client satisfaction initiatives and surveys
• Maintain a customer-focused approach to service delivery

Reporting

• Prepare and submit monthly reports within agreed timelines
• Provide accurate data for client and internal reporting requirements

Skills and Competencies

• MS Office Suite (Excel, Word, Outlook)
• Knowledge of INFOR EAM or similar systems
• Understanding of supply chain and procurement processes
• Budgeting and financial administration
• Knowledge of service level agreements (SLAs)
• Report writing and data analysis
• Contract and vendor management

Qualifications

• Grade 12 (Matric) – essential
• Bookkeeping or Accounting qualification (or equivalent)
• Minimum 3 years’ experience in a similar role/environment