Receptionist (Senior) - Johannesburg, South Africa - Tsebo Group

Tsebo Group

Verified Company

Johannesburg, South Africa

1 week ago

Posted by:

Thabo Mthembu

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Description

About Us:

Tsebo Facilities Solution is looking for a Facilities Coordinator who will be responsible to ensure quality systems and processes are adhered to and monitored on an ongoing basis in a manner that achieves the contractual objectives of client by providing supervisory direction and site support thereby ensuring maximum customer satisfaction in accordance with the workplace services within the master service agreement.

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:

Review and pull reports on visitor and client bookings for the day
Attend to meeting room booking requirements
Provide information about amenities, area and venues
Ensure that all visitors are assisted and supplied a Visitor access card and registered in the visitor book
Anticipate client needs and build rapport with clients
Offer assistance with certain tasks (e.g. taking messages, catering requirements, etc)
Ensure compliance with health and quality standards
Liaise with Facilities Manager 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 & report all building maintenance work orders on a daily basis and drive completion of such tasks
Ensure all requests to purchase followed by a quotation.
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 CAFM system
Adhere to cut off dates stipulated by TFS and the client. Liaise with TFS finance team on payments to suppliers
Liaise with TFS Managers to ensure all contract documentation is maintained and updated including OHS
Ensure leave forms are captured on the system
Ensure ongoing implementation of TFS's quality management system known as IMS for all policies and procedures related to Quality, Environment and Health & Safety
Supplier management and payment reconciliations are up to date to avoid suspension of services
Communicate terms of trade to suppliers to ensure compliance whenever required
Obtain statements from suppliers, do reconciliations before it is forward to TFS HQ finance
Oversee day to day running of all Soft & Technical Services
Monitor certain technical equipment such as the HVAC and UPS system
Carry out random walk around with or without suppliers.
Carry out formal and informal supplier review with management of supplier.
Manage stock and carry out weekly stock takes

Contractual Delivery:

Ensure all SAGE financial policies and procedures are complied with.
Ensure that where services are recovered internally the appropriate information, controls and systems are in place are adhered to.

Customer Focus:

Work with teams to develop and maintain a customerfocused 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 surveys 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.

Reporting:

Assist with preparation of monthly reporting within set timeframes for distributing to the relevant parties.
Update and maintain all relevant records
Compile and prepare stats as and when required by your manager

Skills and Competencies: