Facilities Coordinator

About Us

Tsebo Facilities Solutions is looking for a Facilities Coordinator to ensure that workplace and facilities management systems, processes, and service standards are effectively implemented, monitored, and maintained in line with contractual requirements. The Facilities Co-ordinator provides operational, administrative, financial, and customer support to ensure efficient delivery of workplace services, cost control, supplier compliance, and a high level of customer satisfaction in accordance with the Master Service Agreement (MSA).

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

Operational Delivery

• Monitor facilities operations and ensure service delivery aligns with contractual requirements.
• Support budget management activities, including OPEX and CAPEX monitoring.
• Review and report on monthly budget variances.
• Ensure purchase requests are supported by quotations and processed according to policy.
• Match quotations, purchase orders, and invoices within the Infor EAM system.
• Monitor supplier performance and invoice submission timelines.
• Ensure all purchases are allocated to the correct cost centres/divisions.
• Maintain accurate invoicing records and supporting documentation.
• Produce monthly invoicing templates and submit invoice packs within agreed deadlines.
• Reconcile supplier payments and ensure continuity of services.
• Maintain contract documentation and statutory compliance records.
• Ensure compliance with Quality, Environmental, Health and Safety requirements.
• Manage landlord compliance documentation and statutory requirements.

Contractual Delivery

• Ensure compliance with both client and Tsebo financial policies and control measures.
• Support budgeting, forecasting, accruals, prepayments and provisions reporting.
• Maintain accurate financial records and spend tracking against budget.
• Support procurement activities and subcontractor compliance management.
• Ensure effective purchase-to-pay controls and goods receipting processes.
• Provide accurate information for financial reporting and audits.
• Monitor expenditure and identify cost-saving opportunities.
• Coordinate annual benchmarking exercises and prepare benchmarking reports.
• Maintain transparency and audit readiness for all financial activities.

Customer Focus

• Deliver a professional, customer-centric facilities management service.
• Respond to customer requests, queries, and concerns promptly.
• Escalate unresolved matters appropriately and track them through to resolution.
• Build and maintain effective relationships with internal and external stakeholders.
• Support continuous improvement of workplace and facilities processes.
• Assist clients with facilities-related compliance and operational matters.
• Manage conflict professionally and constructively.

Reporting

• Prepare and distribute monthly operational and financial reports within agreed timelines.
• Generate Infor EAM reports as required.
• Maintain accurate records and reporting data for management and client review.

Compliance & Governance

• Adhere to Tsebo policies, procedures, and ethical standards.
• Ensure SHEQ requirements are consistently applied.
• Maintain confidentiality and data integrity.
• Take responsibility for personal performance and continuous improvement.
• Support sustainability and corporate citizenship initiatives.

Skills and Competencies

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Infor EAM system proficiency.
• Facilities management processes and standards.
• Supplier and contractor management.
• Budgeting and financial administration.
• Purchase order and invoice management.
• SLA (Service Level Agreement) management.
• Helpdesk administration and service coordination.
• Report writing and presentation skills.
• Financial and commercial awareness.
• Analytical and problem-solving skills.
• Understanding of workplace compliance requirements.
• Customer service and hospitality principles.

Qualifications

Qualifications

• Grade 12 (Matric) – Mandatory.
• Diploma in Facilities Management, Hospitality Management, or equivalent qualification.
• Computer Literacy in Microsoft Office Suite.
• Knowledge of Infor EAM systems.
• Knowledge of Helpdesk Operations Management.

Experience

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