Facilities Coordinator

Duties & ResponsibilitiesOperational DeliveryLiaise with Site/Facilities Managers 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 all orders on a daily basisEnsure all requests to purchase followed by a quotation.Match quotations, purchase orders and invoices on the Infor EAM system.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.Ensure all purchases are costed to the correct divisions.Accurately complete the TFS invoicing template monthly.Adhere to cut off dates stipulated by TFS and the client. Liaise with the client’s finance team on payments to suppliersPull Infor EAM reports monthly or as requested by the TFS team and the client.Liaise with the Senior Workplace/Facilities Manager on the compilation of the TFS operating budgetsEnsure all invoicing deadlines are met for both the client and TFSEnsure all sub-contractors adhere to the invoicing cut off datesEnsure all invoicing is submitted to TFS head office finance team at the cut off periodsEnsure all finance administration is complied with on site.Liaise with TFS Managers to ensure all contract documentation is maintained and updatedContractual Delivery Ensure all the client’s financial policies and procedures are complied with.Engage Subcontractors following rigorous procurement processes, at the “best” market rates unless otherwise agreed with Total. Ensure accurate information is available to support all financial reporting and planning requirements including:Budgeting:recording actual costs compared to the Charges; andensure the budget is accurately uploaded onto a financial management database within the required timescales;Prepare any accruals, prepayments and provisions reports by property and by service in a timely and accurate manner.Provide a fully auditable service for the accurate and timely receipt, validation and payment of invoices received from third parties in provision for any of the services specified, so that costs and payments can be fully reconciled.Comply with goods receipting processes as instructed by Total and apply effective purchase to pay controls for payment to Subcontractors to mitigate potential duplication of charges and overstated third party costs.Ensure that where services are recovered internally the appropriate information, controls and systems are in place are adhered to.Undertake benchmarking of each service line annually to help the client deliver best value from the Services in terms of both efficiency and effectivenessProvide regular benchmarking of the Services and as required supporting assessmentsCustomer FocusWork 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.Keep up to date with business developments and strategic objectives within the environment.Provide advice on general changes and compliance within the workplace/facilities management framework when requiredReportingPrepare monthly reporting as required within set timeframes for distributing to the relevant parties.Code Of ConductUndertake 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 & the client’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 CompetenciesMS Office SuiteKnowledge 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 plusA customer-oriented and professional attitudeOutstanding communication skillsExcellent organizational and time-management skillsHospitality and customer centric focus.BilingualKnowledge and understanding of SLAHigh degree of computer literacy (MS Word, Power Point, Excel)Excellent report writing skillsProblem solving and Analytical SkillsFinancial and business acumenEmotional 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 professionalismAbility to multitaskAbility to follow established procedures.Ability to work under pressure.Project a professional and competent image at all times when on duty.Customer centricity.Ability to deliver high quality and proactive service to internal customersAbility to effectively manage systems.Ability to use own initiative and to operate with no management support when requiredMust be an extrovert and be approachable at all levels in the working environmentQualificationsGrade 12 Facilities Management or Hospitality Diploma or equivalentComputer literacy on MS Office and Infor EAM.Helpdesk Operations ManagementMinimum 3 years’ experience in a similar environment.