Duties & Responsibilities

Operational Delivery:

• Review visitor and client arrivals for the day
• Attend to special arrival and meeting room requirements
• Provide information about amenities, area and venues
• Ensure that all visitors sign the visitors register, visitor slip only to be signed by the host.
• Anticipate client needs and build rapport with clients
• Offer assistance with certain tasks (e.g. taking messages, catering requirements, etc)
• Offer assistance with meeting room technical requirements.
• Ensure compliance with health and quality standards
• Liaise with Facilities Manager to oversee, monitor and ensure costs are contained within budgets (OPEX and CAPEX).
• Review and report on monthly variance reports.
• Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorization levels.
• Monitor & report all building maintenance work orders on a daily basis
• Ensure all requests to purchase followed by a quotation.
• Ensure all suppliers submit invoices timeously with service reports where necessary.
• On satisfactory completion of job or delivery, request an original invoice and ensure it logged on a spreadsheet.
• Adhere to cut off dates stipulated by TFS and the client.
• Liaise with finance team on payments to suppliers
• Liaise with TFS Managers to ensure all contract documentation is maintained and updated
• Ensure leave forms are captured on the system
• Ensure ongoing implementation of TFS’s quality management system known as IMS for all policies and procedures related to Quality, Environment and Health & Safety
• Supplier management and payment reconciliations are up to date to avoid suspension of services
• Communicate terms of trade to suppliers to ensure compliance whenever required
• Obtain statements from suppliers, do reconciliations before it is forward to TFS HQ finance
• Oversee day to day running of all Soft & Technical Services
• Monitor certain technical equipment such as the generator and UPS system
• Carry out random walk around with or without suppliers.
• Carry out formal and informal supplier review with management of supplier.
• Manage stock and carry out weekly stock take

Contractual Delivery:

• Ensure all financial policies and procedures are complied with.
• Ensure that where services are recovered internally the appropriate information, controls and systems are in place are adhered to

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 surveys 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.
• Update and maintain all relevant records
• Compile and prepare stats as and when required by your manage

Code of Conduct:

• Undertake such other responsibilities as directed by Management that will drive sustainability.
• Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken.
• Take responsibility for one’s own performance.
• Promote TFS’s  image and corporate citizenry through deliberate and co-ordinated activities.
• Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.
• Ensure TFS ethical values are adhered to.

Skills and Competencies

• Minimum 3 years’ experience in a similar environment.
• MS Office Suite
• Knowledge of equipment, materials and suppliers used in facilities management.
• Good understanding of the utilisation of the INFO system.
• Proficiency in English; knowledge of additional languages is a plus
• A customer-oriented and professional attitude
• Outstanding communication skills
• Excellent organizational and time-management skills
• Hospitality and customer centric focus.
• Bilingual
• Knowledge and understanding of SLA
• High degree of computer literacy (MS Word, Power Point, Excel)
• Excellent report writing skills
• Problem solving and Analytical Skills
• Financial and business acumen

Qualifications

• Grade 12
• A building/facility qualification or experience would be an advantage
• Computer literacy on MS Office and Infor EAM.
• Valid Driver’s licence