Business Support Administrator - Cape Town at Tsebo Solution

About the job

Duties & Responsibilities

Business Support

• Liaise with all stakeholders to confirm Facility requirements, scope and objectives.
• Generate documentation as required
• Check submissions received to ensure it complies with all current legislation.
• Check supplier invoice to purchase order for accuracy
• Assist in compiling and preparation of business cases and works authorisation.
• Co-ordinate the approval process of project documentation.
• Assist with the preparation and submission of final accounts
• Monitor and track delivery progress
• Do not approve or certify any payments to suppliers and contractors, where the value of the work differs from the PO value, unless there is a set of approved, and tracked change requests and VO’s.
• Ensure early warnings are issued in good time if any parameter (time, cost, quality) is going to be compromised
• Provide feedback on any queries timeously.
• Capturing and collating of all business operations related documentation received
• Always suggest the use of a Tsebo service to the client, where feasible, to increase cross selling – this is to be done for the wider Tsebo Group of Companies too.
• Verification and submission of business operations support documents received
• Ensure rectification measures are implemented to ensure adherence to completion dates
• Report and escalate to management as needed.
• Collate and prepare appropriate documentation, plans and reports for review and sign off.
• Regular communication with customers, internal teams and all relevant stakeholders.
• Monitor and track budgets ensuring adherence.
• Follow up or escalate issues to Technical managers for resolution.
• Ensure awareness of any Regulatory changes impacting role players

Daily Administrative Support

• Improve methods of carrying out work through on-the-job experience.
• Ensure that workflow continues without interruption.
• Filing and submission of all documentation.
• Ensure efficient and effective performance and turn-around times.
• Provide regular feedback to all relevant staff and stakeholders to ensure compliance with company policies.
• Collate, distribute and control sensitive information and reports to authorised persons only.
• Analyse, correct, consolidate and prepare all project related documents for reporting purposes.
• Update all relevant control mechanisms to reflect current situation accurately
• Communicate challenges / concerns to relevant stakeholders timeously.

Customer Service And Advice

• Keep up to date with business developments and strategic objectives within the environment.
• Keep abreast with and provide advice on general changes and compliance within the business operational frameworks when required.
• Liaise with internal departments to ensure client’s needs are fulfilled effectively and efficiently.
• Work with existing 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 queries timeously.
• Update supplier information and maintain relationships.
• Manage conflict.

Reporting

• Prepare all project weekly/monthly reporting within set timeframes for submission to relevant parties.
• Prepare presentations for Operations/relevant stakeholders when required.
• Update and maintain all records, including guarantees, and approval documentation
• Compile and prepare statistics as and when required.

Additional

• 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.

Skills and Competencies

• Solid organizational skills and multitasking skills
• Strong working knowledge of Microsoft Office.
• Excellent communication skills.
• Planning and organising skills.
• Excellent interpersonal skills.
• Working knowledge of Risk Management
• Initiative, problem solving and follow-up skills.
• Sound knowledge of Regulatory requirements
• Good time management skills.
• Negotiation skills.
• Supervisory skills.
• Conflict Management skills.
• Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting.
• Resilience: ability to cope with setbacks.
• Ability to work unsupervised and within a team.
• Self-disciplined, motivated, energetic self –starter with an exemplary work ethos.
• Capability to interact with both internal and external customers at all levels.
• Ability to maintain confidentiality.
• Attention to detail with a methodical and structural approach.
• Results focussed and professionalism
• Ability to multitask
• Ability to follow established procedures.
• Ability to work under pressure.
• Project a professional and competent image at all times when on duty.
• Customer centricity.

Qualifications

• Grade 12 (non-negotiable) plus….
• Diploma in Facility Management or equivalent.
• Sound Financial knowledge advantageous.
• Minimum 3 years’ experience in Facility management
• Working with multiple stakeholders.
• Exposure to Risk Management
• MS Word, MS Outlook
• 3rd Party Management iro of service deliveries
• Budget Management.
• Excel at intermediate level.
• Budget tracking and reporting
• Reporting and tracking.
• Relationship Management
• Ability to work independently
• Ability to meet schedules and time deadlines
• Courteous and tactful with customers/ suppliers
• Attention to detail