Financial &Work Order Administrator (Fixed Term Contract)

Duties & ResponsibilitiesOperational DeliveryLiaise with Finance Lead/ Manager to monitor and ensure costs are contained within budgets (OPEX and CAPEX)Review and report on monthly variance report as required by your ManagerEnsure compliance with TFS policies and procedures related to financial management, controls and expenditure authorisation levelsMonitor all orders on a daily basisEnsure all requests to purchase are followed by a quotationMatch quotations, purchase orders and invoices on the ONK - TFS /D365 systemsFollow up to ensure all suppliers submit invoices timeously with service reports where necessaryEnsure satisfactory completion of jobs and the delivery of jobs by requesting an original invoice and ensure it logged on a spreadsheetEnsure all purchase costs are properly allocated to the correct divisions/cost centresAccurately complete the TFS invoicing template monthlyAdhere to cut off dates stipulated by TFS and the Liaise with TFS finance team on payments to suppliersProvide reports monthly or as requested by the TFS teamAssist with the compilation, preparation and review of monthly variance reportsLiaise with the Workplace Coordinator on the compilation of the TFS operating budgetsEnsure all invoicing deadlines are met for TFSEnsure all sub-contractors adhere to the Quote /invoice 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 and in the TFS regional officesService Provider Follow-upFollow up call progress with internal & external service providersReport on poor performance.Escalate calls which have reached 2/3 of their restore time allocation.Overarching Contractual Delivery Ensure all TFS financial policies and procedures are complied with and:where required provide data to support TFS reporting requirementsat all times during this Agreement act in TFS’s best financial interestoperate a transparent “open” book approach to the financial management of the servicesexpenditure management and approvalsfinancial auditAssist to record and monitor actual spend against budget expenditure throughout the financial yearCustomer 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 andConduct client satisfaction survey TFSs to ensure clients are satisfied with the products andKeep up to date with business developments and strategic objectives within theProvide advice on general changes and compliance within the workplace management framework whenWork with processes and procedures in such a way that operational efficiencies and performance areAttend to and resolve all customer queries timeously or escalate whenFollow up and follow through on all escalated queriesReportingPrepare monthly reporting within set timeframes for distributing to the relevantPrepare all weekly/monthly reporting within set timeframes for submission to your manager and the client ie. daily/weekly/monthly report of calls logged and work orders created, PO reports, PPM reports etc.Update and maintain all relevant recordsCompile and prepare stats as and when required by your managerCode Of ConductUndertake such other responsibilities as directed by Management that will driveWork in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, areTake responsibility for one’s ownPromote TFS’s & TFS image and corporate citizenry through deliberate and co-ordinatedAdhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to thisEnsure TFS ethical values are adheredSkills and CompetenciesMS Office SuiteKnowledge of facilities management and the hospitalityGood understanding of the utilisation of the on key TFS /D365Proficiency in English; knowledge of additional languages is a plusA customer-oriented and professional attitudeOutstanding communication skills both oral and writtenExcellent organizational and time-management skillsHospitality and customer centricKnowledge and understanding of service level agreementsExcellent report writing skillsProblem solving and analytical skillsKnowledge of a Helpdesk Package advantageKnowledge and understanding of SLAsFinancial and business acumenBudgetsEmotional Intelligence: ability to work with colleagues who have different ways of behaving andResilience: ability to cope withAbility to work unsupervised and within aSelf-disciplined, motivated, energetic self –starter with an exemplary workCapability to interact with both internal and external customers at allAbility to maintainAttention to detail with a methodical and structuralResults focussed and professionalismAbility to multitaskAbility to follow establishedAbility to work underProject a professional and competent image at all times when onCustomerAbility to deliver high quality and proactive service to internal customersAbility to effectively manageAbility to use own initiative and to operate with no management support when requiredQualificationsGrade 12 (non-negotiable) plusBookkeeping/Accounting Certification or equivalentComputer literacy on MS Office /ONKTFS /SAGE/D365Minimum 3 years’ experience in finance in a similar environment