Facilities Administrator

7 days ago

Springs Gauteng, South Africa Broll Property Group Full time R120 000 - R180 000 per year

POSITION PURPOSE

To provide comprehensive administrative and coordination support for facilities management operations, ensuring efficient workflow, compliance, and client satisfaction. This includes procurement, contractor management, soft services oversight, event coordination, and accurate reporting to maintain service excellence and operational standards.

KEY RESPONSIBILITIES

Administrative & Coordination

  • Manage all administration related to Soft Services (cleaning, garden maintenance, events).
  • Process service requests and monitor delivery timelines.
  • Capture and track invoices once approved; maintain invoice schedule.
  • Request, follow up, and record quotes from suppliers.
  • Maintain manual and digital filing systems.
  • Prepare monthly standby duty roster and staff overtime submissions.

Contractor & Compliance Management

  • Manage contractors on-site, ensuring adherence to company policies and HSE requirements.
  • Open and close Permit-to-Work (PTW) procedures.
  • Source and vet soft services contractors and suppliers.
  • Ensure contractor compliance with safety files and documentation.
  • Monitor contractor response times and escalate delays.

Soft Services & Event Management

  • Coordinate functions and events; compile weekly schedules.
  • Conduct bi-monthly site walk-downs with cleaning and grounds service providers.
  • Meet regularly with cleaning supervisors and service providers.
  • Participate in weekly functions meetings and update schedules.
  • Ensure compliance with cleaning schedules and standards.

Reporting & Documentation

  • Prepare routine maintenance schedules and soft services reports.
  • Attend client meetings and provide accurate updates.
  • Submit monthly maintenance and compliance reports to FM team.

Communication & Stakeholder Management

  • Act as liaison between company, client, and contractors.
  • Promote positive relationships and uphold company image.
  • Ensure timely communication and resolution of issues.

HEALTH, SAFETY & COMPLIANCE

  • Adhere to all company safety protocols and legal requirements.
  • Ensure contractors comply with HSE standards and PTW procedures.
  • Report incidents, hazards, and non-compliance promptly.

PERFORMANCE MEASUREMENTS

  • Accuracy and timeliness of administrative tasks and reporting.
  • Compliance with procurement and invoice processes.
  • Contractor response time and compliance rate.
  • Successful coordination of events and soft services.
  • Positive client feedback and stakeholder satisfaction.

QUALIFICATIONS & EXPERIENCE

  • Education: Matric (Grade 12); Facilities Management or Administration qualification advantageous.
  • Certification: Computer literacy essential (MS Office: Excel, Word, Outlook).
  • Experience:

o Experience in administration or facilities management environment advantageous.

o Experience in property management or soft services coordination advantageous.

SKILLS & COMPETENCIES

  • Strong organizational and time management skills.
  • Excellent communication and interpersonal abilities.
  • Problem-solving and adaptability in a fast-paced environment.
  • Knowledge of procurement and invoice processing.
  • Ability to manage multiple priorities and meet deadlines.
  • Familiarity with CAFM systems and reporting tools (advantageous).

BEHAVIOURAL COMPETENCIES

  • Professionalism and integrity.
  • Teamwork and collaboration.
  • Initiative and accountability.
  • Client-focused approach.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

  • Office-based with regular site visits.
  • Ability to work under pressure and meet tight deadlines.
  • Occasional after-hours or weekend work for events.

  • Facilities Administrator

    7 days ago

    Springs, Gauteng, South Africa Broll Property Group Full time R4 500 000 - R6 500 000 per year

    POSITION PURPOSETo provide comprehensive administrative and coordination support for facilities management operations, ensuring efficient workflow, compliance, and client satisfaction. This includes procurement, contractor management, soft services oversight, event coordination, and accurate reporting to maintain service excellence and operational...

  • Facilities Administrator

    1 week ago

    Gauteng, South Africa The Foschini Group Full time

    **Key Responsibilities**: **Vendor Management**: - Manage service level agreements, by conducting weekly & monthly site inspections - Track vendor performance by using scorecards - Investigate, plan, and implement new initiatives to improve service expectations - Schedule quarterly planning sessions with respective vendors to discuss ways to improve -...

  • Administrator: Facilities DC

    7 hours ago

    Durban, Gauteng, South Africa BCXP Full time R4 500 000 - R6 500 000 per year

    Business unit, Department, Reporting Business Unit Operate Department Technology Services Job Grade/level OP1Core DescriptionThe Facilities Administrator is responsible for developing and delivering data-driven solutions that meet business and user requirements. The role involves maintaining data sources, generating accurate reports, and producing actionable...

  • Facilities Administrator

    6 days ago

    Gauteng, South Africa The Foschini Group Full time

    **Key Responsibilities**: - Assist the Facilities Manager in overseeing the maintenance department and ensuring smooth operations - Implement maintenance strategies to optimize equipment performance and minimize downtime. - Coordinate with external suppliers and contractors for repair and maintenance services. - Conduct regular inspections to identify...

  • Facilities Manager

    7 days ago

    Gauteng, South Africa South Point Management Services (Pty) Ltd. Full time

    **GENERAL PURPOSE** The Facilities Manager has accountability for the day-to-day facilities management service delivering customer support for a Customer-Centric Environment for the assets allocated by the Company. The extent of the service covers all accommodation types (student, tenants and commercial) within the allocated building space including...

  • Senior Facilities Manager

    1 week ago

    Gauteng, South Africa Tsebo Group Full time

    **About Us**: Tsebo Facilities Solution is looking for a Senior Facilities Manager who will be accountable for the implementation of overall deliverables of Facilities Management on the client’s contract, which includes management of all site functions, resources, compliance, coordination and service delivery, in a manner that achieves the objectives of...

  • Occupational Health, Safety and Facilities Specialist

    6 days ago

    Gauteng, South Africa Litsamaiso Full time

    An opportunity has become available at Litsamaiso Rea Vaya Bus Operating Company in the Human Resource Department. Suitably qualified and experienced individuals are invited to apply. **REQUIREMENTS & SKILLS** - Grade 12 / Matric - Degree in in Health and Safety, Safety Management, Facilities Management or equivalent (NQF Level 7) - required - SAMTRAC or...

  • Church Office Administrator

    7 days ago

    Springs, South Africa Chicagopresbytery Full time

    Church Office Administrator - Presbyterian Church of Western Springs - Western Springs Position type: Church Office AdministratorOverview: This person serves a critical role within our church office for communication, coordination, and oversight. The ideal candidate will be skilled in dealing with a wide variety of people, possess a friendly demeanor, keep...

  • HR Administrator

    7 days ago

    Gauteng, South Africa Batho Trading Full time

    **Job Summary** Our client, a retirement village based in the Helderberg area is looking for a HR Assistant / administrator reporting to the operations and financial manager.Duties will include but are not limited to: Forming and maintaining employee recordsPreparing and amending where necessary HR documents, i.e. employment contracts and recruitment...

  • Soft Services Supervisor

    6 days ago

    Johannesburg, GP Gauteng, South Africa Tsebo Facilities Solutions Full time

    Purpose: To supervise and coordinate the delivery of all soft services, ensuring compliance with contractual standards, health and safety requirements, and Tsebo’s values, while maintaining high levels of customer satisfaction. Key Responsibilities: Supervise Moves & Churns team for safe and efficient relocations. Monitor service delivery across...