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
Customer Focus
- 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 clients 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.
- 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.
- 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
