Facilities Administrator(12 Months Fixed Term Contract)

Tsebo Facilities Solutions

Part Time

Johannesburg

About Us

Tsebo Facilities Solutions is looking for a Facilities Administrator to provide administrative support to the operations department by managing work orders, creating and administering purchase orders, maintaining contractor and supplier compliance documentation, preparing client reports, and ensuring accurate and timely client invoicing. The incumbent will be responsible for ensuring all maintenance and operational activities are properly documented, tracked, reported on, and invoiced in accordance with company procedures and client requirements. 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

Work Order Administration

• Receive, log, and allocate maintenance and service requests.
• Create and administer work orders on the applicable management system.
• Monitor progress of work orders from initiation through to completion.
• Follow up with technicians, suppliers, and subcontractors regarding outstanding work orders.
• Ensure work orders are completed within agreed Service Level Agreements (SLAs).
• Verify that all required supporting documentation is attached to completed work orders.
• Maintain accurate records of all reactive, preventative, and project-related work orders.
• Prepare work order status reports for management and clients.

Purchase Order Administration

• Generate purchase orders in accordance with company procurement procedures.
• Obtain and verify quotations from approved suppliers.
• Ensure purchase orders are approved by authorized personnel before issuance.
• Track purchase order status and supplier deliveries.
• Resolve purchase order discrepancies with suppliers.
• Assist management with budget tracking and procurement reporting.

Compliance Administration

• Maintain contractor and supplier compliance files.
• Ensure all contractors and suppliers submit valid: Public Liability Insurance, Letter of Good Standing, COIDA Registration, Tax Clearance Certificates, B-BBEE Certificates, Health & Safety Files, Medical Certificates (where applicable), Induction Records, Competency Certificates, Risk Assessments, Method Statements.
• Monitor expiry dates and obtain updated documentation before expiration.
• Ensure compliance records meet client, legal, and company requirements.
• Assist with internal and external compliance audits.
• Maintain contractor access approval documentation.

Client Reporting

• Compile daily, weekly, and monthly client reports.
• Gather information from technicians, service providers, and site management.
• Maintain maintenance statistics and KPI reports.
• Track SLA performance and report on compliance.
• Prepare preventative maintenance reports.
• Compile incident, breakdown, and corrective action reports.
• Prepare management reports for review and submission.
• Ensure all reports are accurate, professional, and submitted on time.

Client Invoicing

• Prepare client invoices based on approved work completed.
• Verify supporting documentation before invoicing.
• Ensure purchase orders and client authorizations are in place.
• Compile invoice packs including: Signed Job Cards, Purchase Orders, Quotations, Delivery Notes, Completion Certificates, Supporting Photographs.
• Submit invoices according to client requirements.
• Maintain invoice tracking schedules.
• Follow up on outstanding payments and remittance advice.
• Assist with monthly revenue reporting.

Document Control

• Maintain electronic and hard-copy where applicable filing systems.
• Ensure all operational records are accurately stored and retrievable.
• Manage contract documentation and service agreements.
• Maintain version control of reports and compliance documentation.
• Ensure document retention complies with company policy.

Administrative Support

• Assist with meeting minutes and action registers.
• Coordinate contractor and technician schedules where required.
• Manage client correspondence related to work orders and invoicing.
• Maintain operational databases and management systems.
• Support management with audits, inspections, and special projects.

Skills and Competencies

• Strong administrative and organizational skills.
• Excellent attention to detail.
• Strong reporting and document management skills.
• Proficient in Microsoft Excel, Word, Outlook, and Teams.
• Knowledge of systems (D365, Pragma)beneficial.
• Good communication and stakeholder management skills.
• Ability to work under pressure and meet deadlines.
• Strong analytical and problem-solving skills.
• Professional and customer-focused approach.

Qualifications

Qualifications Grade 12 / Matric. Diploma or Certificate in Administration, Facilities Management, Finance, Procurement, or related field beneficial.

Experience

Experience Minimum 3 years administration experience. Experience in facilities management, property management, maintenance, or service industries preferred. Experience with work order management systems. Experience in procurement and purchase order administration. Experience with client invoicing and reporting.