TFG Facilities Administrator

A soft services coordinator is responsible for ensuring efficient operations of all FM soft services

namely cleaning, catering, waste management etc. The role also requires reviewing of soft service

contracts and ensuring service providers achieve their contractual goals and objectives.

Maintain relationships between TFG and service providers and ensure that the service providers

adhere to SLA’s.

• Minimum of matric/Grade 12
• Minimum of 3 – 5 years relevant soft services experience in a Facilities Management environment
• Code 08 Drivers license
• Strong financial acumen 
• Proficient in computer skills (MS word, Outlook & Excel)

Skills:

• Excellent communication skills (both verbal and written and presentation)
• Excellent problem-solving skills and emergency handling skills
• High energy levels, adaptable, and thrives under pressure
• Effective time management, planning, and organizational objectives

Behaviours:

• Action Oriented - readily takes on new challenges and opportunities with a sense of urgency and eagerness 
• Collaborative - effectively works with others to achieve shared goals
• Communicates Effectively - conveys information and communicates ideas in a clear, concise and impactful manner
• Self - Aware - accurately perceives and reflects on personal strengths and areas of development
• Directs work - effectively plans, organises and directs the activities of individuals or teams to achieve desired outcomes
• Accountable - takes accountability and ensures others are held to account on agreed upon performance targets
• Strategic Planner - develops plans and prioritises initiatives that align to the organisational goals and objectives

Preference will be given, but not limited to candidates from designated groups in terms of the Employment Equity Act.

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Vendor Management:

• Oversee service level agreements through regular site inspections and performance scorecards
• Drives continuous improvement by planning and implementing new initiatives to improve service expectations
• Facilitate quarterly planning sessions with vendors to enhance service delivery.
• Coordinate weekly/monthly meetings with service providers
• Ensure compliance with OHS, environmental, legislative, and liability regulations.
• Schedule monthly meetings with internal clients (Factories & DCs)
• Maintain strong communication with suppliers and internal stakeholders 

Operational focus:

• Handle administrative tasks including data capturing, cost comparisons, and record keeping.
• Compile portfolio performance reports for management
• Manage budgets (Opex & Capex) and implement cost containment strategies
• Approve and oversee equipment installations across facilities
• Ensure hygiene compliance and manage consumables stock
• Resolve issues raised via Archibus and manage TFG-owned soft services assets
• Archibus Asset management of all TFG owned soft services assets 

Procurement & Administrative:

• Source & negotiate supplier quotes to balance quality and cost
• Support RFP’s and RFQ’s with accurate data collection
• Demonstrate proficiency in TFG’s finance system (Coupa)
• Finance & Reporting