Finance Administrator - Tsebo Solution

Tsebo Facilities Solution is looking for a Finance Administrator who will be responsible to support the Workplace Co-ordinator by providing financial administration and accounting support on the client contract ensuring compliance to standard policies, procedures and processes in a manner that achieves the objectives of the client contract through excellent workplace service delivery in daily operations and according to the master service agreement

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 client’s needs.

Operational Delivery

• Liaise with Site Managers to monitor and ensure costs are contained within budgets (OPEX and CAPEX)
• Review and report on monthly variance reports as required by your Manager
• Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorisation levels
• Monitor all orders on a daily basis
• Ensure all requests to purchase are followed by a quotation
• Match quotations, purchase orders and invoices on the Infor EAM system
• Follow up to ensure all suppliers submit invoices timeously with service reports where necessary
• Ensure satisfactory completion of jobs and the delivery of jobs by requesting an original invoice and ensure it logged on a spreadsheet
• Ensure all purchase costs are properly allocated to the correct divisions/cost centres
• Accurately complete the TFS invoicing template monthly
• Adhere to cut off dates stipulated by TFS and the client. Liaise with client finance team on payments to suppliers
• Provide Infor EAM reports monthly or as requested by the TFS team and client
• Assist with the compilation, preparation and review of monthly variance reports
• Liaise with the Workplace Coordinator on the compilation of the TFS operating budgets
• Ensure all invoicing deadlines are met for both client and TFS
• Ensure all sub-contractors adhere to the invoicing cut off dates
• Ensure all invoicing is submitted to TFS head office finance team at the cut off periods
• Ensure all finance administration is complied with on site and in the client regional offices
• Liaise with TFS Managers to ensure all contract documentation is maintained and updated
• Assist your Manager with the collation of leave and overtime forms and preparation of variation reports
• Familiarise yourself with and ensure ongoing implementation of TFS’s quality management system for all policies and procedures related to Quality, Environment and Health and Safety
• Ensure supplier payment reconciliations are up to date to avoid suspension of services
• Communicate terms of trade to suppliers to ensure compliance when necessary
• Obtain statements from suppliers, copy all invoices and statements, and forward originals to TFS finance

Overarching Contractual Delivery

• Ensure all client financial policies and procedures are complied with and:
• where required provide data to support client reporting requirements;
• at all times during this Agreement act in client’s best financial interest;
• operate a transparent “open” book approach to the financial management of the services;
• expenditure management and approvals; and
• financial audit and controls.
• Assist to record and monitor actual spend against budget expenditure throughout the financial year
• Assist with all required financial reporting when required.

Customer Focus

• Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value.
• Interact with client to provide and process information in response to inquiries, concerns and requests about products and services.
• Conduct client satisfaction survs to ensure clients are satisfied with the products and services.
• Keep up to date with business developments and strategic objectives within the environment.
• Provide advice on general changes and compliance within the workplace management framework when required.
• Work with processes and procedures in such a way that operational efficiencies and performance are enhanced.
• Attend to and resolve all customer queries timeously or escalate when necessary.
• Follow up and follow through on all escalated queries timeously.
• Manage conflict.

Reporting

• Prepare monthly reporting within set timeframes for distributing to the relevant parties.

Skills and Competencies

• MS Office Suite
• Knowledge of facilities management and the hospitality industry.
• Good understanding of the utilisation of the INFOR EAM system.
• Proficiency in English; knowledge of additional languages is a plus
• A customer-oriented and professional attitude
• Outstanding communication skills both oral and written
• Excellent organizational and time-management skills
• Hospitality and customer centric focus.
• Knowledge and understanding of service level agreements
• Excellent report writing skills
• Problem solving and analytical skills
• Financial and business acumen
• Budgets

Qualifications

• Grade 12 (non-negotiable) plus….
• Bookkeeping/Accounting Certification or equivalent
• Computer literacy on MS Office and Infor EAM
• Minimum 3 years’ experience in finance in a similar environment