About Us
Tsebo Facilities Solutions is looking for a Senior Contracts Administrator to lead and coordinate the Contracts Administration function by providing effective oversight of procurement, supplier management, contract governance, reporting, financial control, and administrative processes. The role ensures compliance with company and client requirements while supervising Contracts Coordinators and supporting operational excellence at Sun City Resort.
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
Leadership & People Management
- Supervise, guide, and support on-site administrative staff.
- Allocate work, monitor performance, and ensure service delivery meets contractual requirements.
- Manage attendance, overtime submissions, and PRP clocking records.
- Delegate tasks effectively and monitor completion.
- Provide administrative support to both Tsebo Facilities Solutions and Sun City Resort management teams.
- Promote a culture of accountability, professionalism, and customer service.
Procurement & Contract Administration
- Manage procurement administration processes and control documentation.
- Monitor and update:
- Purchase Request Control Sheets
- IFS/INFOR EAM systems
- Open Purchase Order Reports
- Receipted Not Invoiced Reports
- CAPEX Control Sheets
- Ensure procurement policies and procedures are followed at all times.
- Support supplier management and contract compliance.
- Escalate critical issues and contractual risks to management.
- Review the quality and accuracy of administrative outputs.
- Ensure transparent expenditure management and financial governance.
- Maintain a clean, organized, and efficient administrative environment.
Financial Management
- Ensure accurate and timely invoicing processes.
- Monitor supplier compliance with invoicing and service documentation requirements.
- Support budget monitoring and expenditure tracking.
- Assist with asset registration and warranty administration.
- Ensure costs are allocated to the correct divisions and cost centres.
- Manage adherence to invoicing deadlines and financial cut-off dates.
- Communicate and enforce contractual terms and payment conditions with suppliers.
- Identify and escalate financial risks for management actions
Training & Development
- Conduct training needs analyses where required.
- Assess employee performance and identify development opportunities.
- Facilitate on-the-job and off-the-job training.
- Promote continuous improvement and pride in quality work.
- Support the development of administrative and operational competencies within the team.
Reporting & Continuous Improvement
- Prepare management reports accurately and within required timeframes.
- Maintain all operational control sheets and reporting tools.
- Monitor performance indicators and administrative controls.
- Ensure precise record keeping and documentation management.
- Identify process improvement opportunities to enhance operational efficiency.
SHEQ Compliance & ISO Standards
- Comply with all Tsebo Safety, Health, Environmental and Quality (SHEQ) requirements.
- Support implementation of ISO 9001, ISO 14001, and ISO 45001 standards.
- Promote safe working practices and compliance across the team.
- Ensure adherence to company policies, procedures, and regulatory requirements.
Ad Hoc Responsibilities
- Undertake any reasonable duties requested by Sun City management, the Operations Manager, or the Site Engineering Manager.
- Provide administrative and operational support as required by the business.
Skills and Competencies
- Contract Administration and Governance
- Supply Chain Management
- Procurement Processes
- Supplier Relationship Management
- Financial Administration and Cost Control
- SLA Management
- Facilities Management Practices
- SHEQ and ISO Compliance
- Reporting and Data Analysis
- INFOR EAM / IFS Systems
- Microsoft Office Suite
- Report Writing
- Stakeholder Management
- Problem Solving and Analytical Thinking
Qualifications
Qualfication
- Grade 12 (Matric).
- Valid driver's license and own reliable transport.
- Proficiency in Microsoft Office applications.
- Diploma or Degree in:
- Supply Chain Management
- Procurement
- Finance
- Business Management
- Related field
Experience Requirements
- Minimum 5 years' relevant experience in:
- Contract Administration
- Procurement
- Supplier Management
- Budget and Financial Control
- Facilities Management
- Minimum 2 years' supervisory experience.
- Experience within facilities management, hospitality, or service-related environments will be advantageous.
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