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Facilities Administrator

1 month ago

Cape Town, South Africa NexChapter Recruitment Full time

Overview:

We are seeking a detail-oriented and organized Facilities Administrator to assist in the management and maintenance of a diverse property portfolio in Cape Town. The ideal candidate will be responsible for supporting the day-to-day operations, maintenance, and administrative functions for properties, ensuring smooth operations and compliance with regulations. This role offers an exciting opportunity to contribute to the management of a growing portfolio with a focus on efficiency, cost management, and sustainability.

Key Responsibilities:

  • Administrative Support:

    • Provide administrative support to the Facilities Management team, ensuring smooth daily operations of the property portfolio.
    • Maintain accurate records of maintenance schedules, service contracts, and tenant requests.
    • Assist with the preparation of reports, including maintenance logs, budget tracking, and tenant satisfaction metrics.

  • Maintenance Coordination:

    • Coordinate routine and ad-hoc maintenance activities, ensuring timely responses to service requests and maintenance needs.
    • Track and manage maintenance work orders, liaising with contractors, service providers, and the Facilities Manager to ensure tasks are completed efficiently.

  • Vendor & Contractor Management:

    • Assist with vendor and contractor selection, ensuring that services meet quality standards.
    • Ensure vendors and contractors comply with safety regulations and the terms of contracts.
    • Maintain records of contractor performance and service-level agreements (SLAs).

  • Budgeting & Cost Tracking:

    • Assist with budget preparation and tracking of expenditures for property maintenance and operations.
    • Help with managing invoices and supporting the reconciliation of accounts related to property services.
    • Monitor utility usage (electricity, water, waste) and assist in identifying cost-saving opportunities.

  • Compliance & Documentation:

    • Ensure that all properties comply with local regulations, including building codes, safety standards, and environmental laws.
    • Maintain accurate documentation of inspections, maintenance activities, and compliance records.
    • Assist in preparing for audits, inspections, and regulatory compliance checks.

  • Tenant Relations & Communication:

    • Serve as a point of contact for tenants regarding facility-related inquiries, issues, or requests.
    • Assist in addressing tenant concerns and ensuring that responses are timely and solutions-oriented.
    • Help facilitate communication between tenants and the Facilities Management team.

  • Sustainability & Energy Management:

    • Support energy and water conservation initiatives, ensuring that sustainability practices are adhered to across the portfolio.
    • Assist with the tracking and reporting of energy and resource consumption.

  • Emergency Response & Risk Management:

    • Assist with the coordination of emergency preparedness plans, including fire drills, evacuation procedures, and safety audits.
    • Help maintain records related to risk management, safety protocols, and insurance coverage.

Key Skills & Competencies:

  • Strong organizational and administrative skills with attention to detail.
  • Basic knowledge of building systems (HVAC, plumbing, electrical) and maintenance operations.
  • Experience with vendor and contractor management.
  • Familiarity with budgeting and cost-tracking processes.
  • Excellent communication and interpersonal skills.
  • Ability to handle multiple tasks simultaneously and work in a fast-paced environment.
  • Familiarity with South African property regulations and health & safety standards is an advantage.

Qualifications & Experience:

  • A relevant qualification in Facilities Management, Property Management, Administration, or a related field (preferred).
  • At least 2-3 years of experience in facilities administration, property management, or a related role.
  • Basic understanding of building operations and maintenance practices.
  • Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint); experience with facilities management software is a plus.

Personal Attributes:

  • Strong problem-solving skills and a proactive approach.
  • Ability to work independently and as part of a team.
  • Strong attention to detail and excellent organizational skills.
  • Customer-focused with a commitment to providing quality service.
  • Adaptability and the ability to thrive in a dynamic work environment.

Compensation & Benefits:

  • Competitive salary based on experience.
  • Health, dental, and vision insurance.
  • Retirement savings and pension plan.
  • Professional development opportunities.