Job Description

Tsebo Facilities Solution is looking for a Office administrator performs clerical duties to help an office run smoothly and efficiently. Their duties answering phone calls and emails, greeting and direction office visitors to disregard meeting areas and building spreadsheets or presentation for leadership staff.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 & ResponsibilitiesOperational Delivery:

• Hours of operations 08H0am - 16h30am currently work from home with ad hoc office attendance. ABB may request daily on-site attendance at their discretion
• Creating/ generating/checking purchase requisitions on SAP and keeping records as required - LM, Alrode and Port Elizabeth
• Process invoices received in workflow and grv accordingly
• Following up on releases and payments - LM, Alrode and Port Elizabeth
• Liaise with landlords and 3rd party service providers on required invoices/documentation for processing
• Support landlords and 3rd party service providers
• Capture monthly RE invoices on excel - LM, Alrode and Port Elizabeth
• Backup for Durban and Cape Town branches admin tasks including PR creation, processing of invoices, follow- up payments, etc as and when required.
• Assisting with creating PRs and related admin tasks for GBSS functions namely AP/AR & general accounts, GBS Controller, SCM, tax, treasury, legal, transformation manager as well as CFO and CEO.
• Assist all other business ad hoc basis only as and when required on email responses to ABB employees and third parties
• Support Auditors queries
• Raise SNOW tickets
• Contact GBS for any queries/follows
• Contact 3rd party service providers as required by ABB
• All and any assistance required in any area of facilities and maintenance admin services as well as RF admin support for all sites for RE team as well as ABB RE contractors
• Support sub-tenant requirements and ensure charge-out file updated
• Provide monthly accrual file to controller
• Facilitate induction and assign access cards to new employees as well as visitors and contractors ad hoc when on site
• Oversee and manage access card applications ad hoc when on site
• Ensure readiness of workspace for new employees including issuing of desk phones ad offer full training for same ad hoc when on site
• Participate in hygiene inspections and report issues accordingly
• Identify SOTs and report ad hoc when on site
• Ensure that all contact lists and notices are updated around the building
• Checking/supervising the cleanliness of entire office areas, printer areas, boardrooms, kitchens, pause areas and bathroom ad hoc when on site
• Logging calls for breakdowns/ repair work required around the building ad hoc when on site
• Monitor the cleaners, pause area and ither IFM personnel and report any lack of service ad hoc when on site
• Refer cleaners pause and bathroom area checklist has been accurately completed. Check time and action. Report if any inaccurate information completed ad hoc when on site
• Assist with correct operation or reporting of office equipment, telephones and IT elated equipment breakdowns in boardrooms and around the offices ad hoc when on site
• Control and checking of meeting room accessories handed out and has been returned ad hoc when on site of booking of video conferencing and associated boardrooms as well as assisting with set up of video conferencing equipment ad hoc when on site
• Assist with facilities support when functions are organised by other departments in auditorium or elsewhere - ad hoc when on sit

Skills and Competencies

• Time Management Skills
• Good communications skills
• Good customer service skills
• Emotional 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 ethics
• 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 focused and professionalism
• Ability to multitask
• Ability to follow established procedures
• Ability to work under pressure
• Project a professional and competent image at all times when on duty
• Customer centricity

Qualifications

• Matric/ Grade 12
• Completed relevant Diploma / Degree certification in Office Administration will be an advantage

PolicyTsebo is committed to protecting your personal data as well as your rights relating to the information in line with the provisions of the applicable data protection laws.As a company we are committed to Employment Equity when recruiting internally and externally. It is company policy to promote from within wherever possible. Therefore, please be aware that internal candidates will be considered first before reviewing external applicants.Please note that Tsebo will not charge individuals seeking employment any fees, whether for registration, application, administration or placement.xc2xa9 All rights reserved.
Tsebo Solutions Group Proprietary
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Tsebo Solutions Group