Facilities Administrator

The Focus Group; Cape Town; On-site; ZAR 300,000 - 420,000; Full time

Job summary

The Focus Group in Cape Town is seeking a facilities and project administration support professional. You will process invoices, track Capex, maintain tenant installation and maintenance records, and ensure compliance with building regulations and safety standards.

You will also support project coordinators, manage vendor documentation, and assist with tenant communications and property staff coordination. This role involves maintaining CAD databases, generating reports, and contributing to

Qualifications

• Experience in facilities or property management is preferred.
• Strong ability to manage documentation and reporting.
• Familiarity with building regulations, OHS Act and fire safety requirements.

Responsibilities

• Process and manage invoices and follow-ups with PO alignment.
• Update Capex projections monthly in MRI.
• Maintain tenant installation database and track project documentation.
• Assist with building regulation compliance and fire safety requirements.
• Review and facilitate authorization for creditor accounts (FCC Report).
• Follow up on outstanding documentation.
• Maintain CAD database and electronic document library.
• Prepare contractor documentation for vendor approval.
• Assist with tenant communications on service disruptions.
• Load maintenance records and log repair/service requests in the My Buildings system.
• Generate daily, weekly and monthly maintenance reports.
• Upload certificates and service reports for upcoming maintenance.
• Review Capex and Facilities reports for management packs.
• Attend bi-annual performance reviews and SLA meetings.
• Liaise with property staff.

Skills

Invoice processing

Procurement coordination

Documentation management

Regulatory compliance

Stakeholder liaison

Project coordination support

Tools

Fraxion

MRI

CAD database

My Buildings

Procurement software

Job description

Key Responsibilities

• Process and manage invoices, including follow-ups on outstanding invoices aligned with open purchase orders on Fraxion.

• Update monthly capital expenditure (Capex) projections on MRI.

• Support Project Coordinators by maintaining the tenant installation database and tracking key project documentation (Tenant Life Cycle, compliance, and handover packs).

• Assist Project Coordinators in ensuring project compliance with building regulations, the OHS Act, and fire safety requirements.

• Review and facilitate the authorization process for tenant installation creditor accounts (FCC Report).

• Follow up on outstanding documentation.

• Assist with the maintenance and updating of the CAD database and the electronic document library.

• Compile all contractor documentation required for vendor approval through procurement.

• Assist the team with tenant communication regarding service disruptions and general updates, as needed.

• Support Building Managers by loading maintenance records and logging repair, service, or incident requests per building via the My Buildings system.

• Manage maintenance reporting by generating daily, weekly, and monthly summaries of logged calls and tracking client feedback.

• Support Building Managers by uploading relevant certificates, service reports, and scheduling details for upcoming maintenance services (e.g., HVAC, fire equipment, security, new tenants, and contractors).

• Review Capex and Facilities reports to ensure accuracy for management reporting packs.

• Conduct self-performance reviews and attend bi-annual reviews.

• Attend SLA meetings and take minutes.

• Assist with compilation of building inspection repairs with building manager.

• Liaise with property staff.