Facilities Administrator

Business Unit / Division

Tsebo Facilities Solutions

Job Type Classification

Full Time

Location - Town / City

Cape Town

About Us

Tsebo Facilities Solutions is looking for a Facilities Administrator to provide effective site administration support relating to workplace services, business support administration, and daily operational activities. The role ensures efficient service delivery, regulatory compliance, cost control, and maximum customer satisfaction in accordance with workplace services standards and the Master Service Agreement. 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

Workplace Services & Operational Support

Coordinate and support the day-to-day delivery of workplace and facilities services. Maintain office spaces, kitchens, common areas, meeting rooms, and ablution facilities in accordance with cleaning schedules and service standards. Monitor workplace conditions and initiate corrective actions where required. Conduct regular inspections to ensure compliance with cleanliness, presentation, and operational standards. Coordinate refreshment and hospitality services as required. Ensure kitchen equipment, crockery, and beverage stations are maintained in a clean and operational condition. Monitor stock levels of consumables and cleaning materials and arrange replenishment timeously. Report maintenance issues, equipment defects, breakages, losses, and service-related concerns. Support operational teams and site personnel to ensure uninterrupted service delivery. Maintain accurate records relating to facilities operations and service requests.

Supplier and Financial Administration

Monitor purchase orders and supplier requests on a daily basis. Ensure suppliers submit invoices, supporting documentation, and service reports within agreed timeframes. Validate the completion of services prior to processing invoices. Submit approved original invoices to Finance in accordance with company procedures. Ensure all site-related financial administration is completed accurately and within required deadlines. Monitor contractor and supplier compliance with invoicing requirements. Support cost management through accurate recordkeeping and expenditure control. Ensure compliance with Tsebo financial policies, controls, and authorization framework.

Customer Experience and Relationship Management

Act as the first point of contact for workplace-related administrative enquiries. Respond to customer requests, concerns, and service issues in a professional and timely manner. Escalate unresolved issues appropriately and monitor them through to resolution. Conduct client satisfaction surveys and identify opportunities for service improvement. Build and maintain effective relationships with clients, suppliers, contractors, and internal stakeholders. Support the implementation of initiatives that improve workplace experience and operational efficiency. Manage customer expectations through proactive communication and follow-up. Address conflict professionally and seek mutually beneficial resolutions.

Reporting and Administration

Prepare and submit monthly operational reports within agreed deadlines. Maintain service records, invoice registers, stock records, and other site documentation. Compile data and information required for audits, reviews, and management reporting. Monitor helpdesk requests and ensure service records are updated accurately. Maintain document control processes to ensure the safe management of client information.

Governance, Risk and Compliance

Comply with all Tsebo policies, procedures, and standards. Adhere to Safety, Health, Environmental and Quality (SHEQ) requirements. Ensure confidentiality of client and company information. Support risk identification and corrective action implementation. Maintain high professional and ethical standards at all times. Undertake additional duties reasonably assigned by management to support operational requirements. Promote Tsebo's image through professional conduct and service excellence.

Skills and Competencies

• Facilities Administration
• Workplace Services Coordination
• Helpdesk Administration
• Supplier and Contractor Coordination
• Purchase Order Administration
• Invoice Processing and Financial Administration
• Stock Control and Inventory Management
• Report Writing and Data Analysis
• Customer Relationship Management
• Document Management
• MS Office Suite
• Infor EAM or equivalent CMMS Knowledge of facilities equipment, materials, and service providers

Qualifications

Qualifications Grade 12 / Matric (Non-negotiable) Relevant tertiary qualification in Facilities Management, Business Administration, Office Administration, Property Management, or related field preferred

Experience

Minimum 3 years' experience in Facilities Administration, Workplace Services, Property Administration, or a similar customer-focused environment. Experience supporting service providers, contractors, and operational teams. Experience administering purchase orders, invoices, and supplier documentation.