Facilities Coordinator

Business Unit / Division:
Tsebo Facilities Solutions

Job Type Classification:
Full Time

Location - Town / City:
Durban

About Us:
Tsebo Fcailities Solutions is looking for a Facilities Coordinator to coordinate and monitor facilities management systems, processes, suppliers, and financial administration to ensure contractual obligations are met, operational efficiency is maintained, and a high standard of customer service is delivered. The role supports the effective delivery of workplace and facilities services while ensuring compliance with financial, quality, health and safety, and client requirements. As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people – the heart of Tsebo – is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

Duties & Responsibilities:
Operational Delivery Monitor and control operational expenditure (OPEX) and capital expenditure (CAPEX) against approved budgets. Review monthly variance reports and provide supporting analysis. Ensure compliance with Tsebo Facilities Solutions (TFS) financial policies, controls, and authorization processes. Manage purchase orders, quotations, invoices, and supplier documentation through Infor EAM. Maintain accurate financial records and invoicing schedules. Coordinate supplier payments, reconciliations, and service reporting. Ensure all invoicing and financial submissions meet client and TFS deadlines. Support operating budget preparation and financial reporting. Maintain contract documentation and records. Monitor compliance with Quality, Environmental, Health and Safety (SHEQ) requirements. Manage landlord statutory compliance and health and safety documentation. Contractual Delivery Ensure compliance with client financial policies and contractual requirements. Support budgeting, forecasting, accruals, provisions, and expenditure tracking. Monitor actual spend against budget and report variances. Ensure accurate goods receipting and purchase-to-pay controls. Maintain auditable records for invoice validation and payment processes. Support annual service benchmarking exercises and improvement initiatives. Ensure subcontractors comply with procurement and commercial requirements. Customer Service & Stakeholder Management Deliver professional and customer-focused facilities support. Respond to customer enquiries, concerns, and service requests timeously. Build positive relationships with clients, suppliers, landlords, and internal stakeholders. Resolve escalated queries and conflicts effectively. Provide guidance on facilities management processes, compliance, and workplace standards. Reporting Prepare accurate monthly operational and financial reports. Generate Infor EAM reports as required by management and the client. Maintain reporting records within agreed deadlines. Governance & Compliance Adhere to TFS policies, procedures, and ethical standards. Ensure compliance with all SHEQ requirements. Take responsibility for own performance and continuous improvement. Promote and uphold the reputation and values of Tsebo Facilities Solutions.

Skills and Competencies:
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Infor EAM proficiency. Facilities and workplace management systems. Budget monitoring and financial administration. Purchase order and invoice management. SLA management and reporting. Supplier and contractor management. Helpdesk operations. Report writing and data analysis. Financial and commercial acumen. Problem-solving and analytical skills.

Qualifications:
Qualifications Grade 12 (Matric) - Non-negotiable. Diploma in Facilities Management, Hospitality Management, or equivalent qualification. Computer literacy in Microsoft Office Suite. Infor EAM system knowledge. Helpdesk Operations Management knowledge. Experience Minimum of 3 years' experience in a facilities management, workplace management, hospitality, or related environment. Experience in supplier management, financial administration, and service delivery coordination.