Financial Administrator (12 months contract) at Tsebo Solution

About Us    

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

Duties & Responsibilities    

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 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.

Skills and Competencies    

• 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

Qualification

• 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