Facilities Management Administrator

Financial Administration and Control

• Ensure compliance with all Tsebo financial policies procedures and delegated authority requirements.
• Process supplier invoices accurately and within required deadlines.
• Monitor purchase orders and track site expenditure against budget.
• Verify completed services and supporting documentation before invoice submission.
• Perform monthly supplier account reconciliations and resolve discrepancies.
• Maintain accurate financial records and filing systems.
• Support audits through accurate record management and document availability.
• Assist with monthly reporting and expenditure analysis.

Supplier and Contract Administration

• Manage supplier onboarding documentation and records.
• Maintain supplier databases and compliance documentation.
• Liaise with suppliers regarding invoicing contract requirements and service documentation.
• Track outstanding documentation and ensure compliance with service agreements.
• Support contract administration activities and maintain accurate records.

Operational Administration

• Provide administrative support to the Facilities Management team.
• Manage correspondence incoming communications and document control processes.
• Maintain CAFM system records and ensure data accuracy.
• Generate reports and administrative documentation as required.
• Coordinate meeting arrangements schedules and operational records.
• Support implementation of operational processes and continuous improvement initiatives.

Customer Service and Stakeholder Management

• Deliver professional and responsive support to clients and stakeholders.
• Address customer enquiries and escalate unresolved issues appropriately.
• Monitor customer service requests and ensure timely resolution.
• Assist in conducting customer satisfaction surveys and feedback analysis.
• Build positive working relationships with clients suppliers and internal teams.
• Promote a customer-centric service culture across the site.

Compliance Governance and Systems Management

• Ensure compliance with company policies health and safety requirements and contractual obligations.
• Maintain confidentiality and safeguard sensitive information.
• Support accurate management of CAFM and related systems.
• Ensure all documentation is retained according to company standards.
• Contribute to risk management and compliance monitoring activities.