Facilities Administrator

About the Role

Tsebo Facilities Solutions is looking for a Facilities Administrator to provide efficient administrative, coordination, and operational support to the Facilities Management function to ensure the effective delivery of workplace and facilities services.

Duties & Responsibilities

• Facilities Administration & Coordination
• Provide administrative support to the Facilities Management team.
• Maintain accurate filing systems, records, contracts, and facility documentation.
• Prepare reports, presentations, correspondence, and meeting minutes.
• Coordinate meetings, appointments, and departmental engagements.
• Manage action trackers and monitor completion of outstanding actions.
• Manage incoming calls, emails, and facilities-related correspondence.
• Maintenance Administration
• Log, track, and monitor maintenance requests through Helpdesk or CAFM systems.
• Coordinate planned and reactive maintenance activities.
• Monitor work order progress and ensure timely closure.
• Liaise with service providers to ensure service delivery requirements are met.
• Escalate unresolved maintenance issues where necessary.
• Maintain accurate maintenance histories and records.
• Contractor & Vendor Administration
• Assist with contractor onboarding and induction requirements.
• Maintain contractor databases and service agreements.
• Verify validity of contractor compliance documentation.
• Administer quotation requests and approval processes.
• Monitor contractor documentation and contract expiry dates.
• Maintain performance tracking records for service providers.
• Procurement & Financial Administration
• Raise purchase requisitions and purchase orders.
• Support procurement administration in accordance with company processes.
• Verify invoices against approved quotations and completed works.
• Facilitate invoice submission and payment follow-up.
• Support budget monitoring and expenditure reporting.
• Maintain procurement documentation for audit purposes.
• Workplace Services & Site Administration
• Support workplace digitalisation initiatives aimed at improving user experience.
• Maintain monthly fleet information and reporting requirements.
• Update utility and water consumption data on approved platforms.
• Coordinate gym membership reconciliations and tenant billing support.
• Prepare monthly and ad hoc operational reports.
• Provide administrative support for workplace-related projects and initiatives.
• Support the delivery of Workplace Services and client requirements.
• SHEQ & Compliance Administration
• Maintain statutory compliance records, licenses, and certificates.
• Ensure health, safety, and environmental documentation is current and properly stored.
• Support audits, inspections, and compliance reviews.
• Monitor compliance deadlines and renewal dates.
• Support implementation of company policies and procedures.
• Customer Service & Stakeholder Management
• Deliver professional and responsive support to internal and external stakeholders.
• Respond to facilities-related queries and requests promptly.
• Support client engagement activities and satisfaction initiatives.
• Escalate concerns appropriately and monitor resolution.
• Contribute to continuous improvement initiatives that enhance customer experience.

Skills and Competencies

• Facilities Management principles and processes.
• CAFM/Helpdesk systems.
• Procurement and invoice administration.
• Contract and vendor administration.
• Records and document management.
• Reporting and data analysis.
• Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Microsoft Teams and SharePoint.
• Health & Safety documentation administration.

Qualifications

• Qualifications: Grade 12 / Matric (Essential).
• Diploma or Certificate in Facilities Management, Property Management, Business Administration, or related field (Advantageous).
• Advanced computer literacy, including Microsoft Office Suite.
• Experience: 2 to 4 years' administrative experience.
• Experience within Facilities Management, Property Management, Engineering, Maintenance, or Workplace Services environments.
• Experience supporting contractors, suppliers, and service providers.
• Exposure to procurement and invoice administration processes.