Workplace Coordinator

About Us

Tsebo Facilities Solutions is looking for a Workplace Coordinator to provide comprehensive site administration and workplace support services to ensure efficient daily operations, effective helpdesk management, financial and vendor administration, and exceptional customer service. The role supports the delivery of workplace services in accordance with contractual obligations, Tsebo policies, and client requirements to achieve maximum customer satisfaction.

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

• 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

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.