Facilities Administrator

Datacentrix; Midrand; On-site; ZAR 350,000 - 550,000; Full time

Job summary

Datacentrix is seeking a Facilities Administrator to support the facility’s operational needs and service delivery across all departments. You will identify and manage SHEQ and legal risks, drive action plans, and ensure compliance with company policies, reporting on time and accurately.

You will coordinate contractors, manage facilities maintenance, and oversee budgeting for upgrades, while leading a small team including security personnel to ensure a safe and efficient environment.

Qualifications

• Matric is required as a baseline qualification.
• Diploma in Supply Chain/Logistics Management or equivalent is expected.
• Occupational Health and Safety certification is required.
• Advanced Excel certification is required.
• Experience in security management and facilities management is needed.
• Large project management experience including costing and reporting.
• SHEQ experience with ISO9001/14001/45001 is preferred.
• Contractor management and compliance experience is essential.
• End-to-end management of departments or functions.

Responsibilities

• Oversee security operations on site and ensure governance and reporting.
• Manage security systems, access control, and daily checks.
• Coordinate contractor onboarding, costing and approvals.
• Administer general facilities maintenance, cleaning, and upkeep.
• Provide budgeting input for upgrade strategies and cost control.
• Lead weekly reporting, incident escalation, and EXCO updates.
• Supervise multiple departments and staff, including security guards.
• Coordinate Occupational Health and Safety evacuations when needed.

Skills

Facilities management

Project management

Risk assessment & SHEQ

Contractor management

Budgeting input

Education

Diploma in Supply Chain/Logistics Management

Occupational Health and Safety Certificate

Advanced Excel Certificate

Matric

Tools

Security systems management

Access control administration

Job description

Datacentrix is looking for a Facilities Administrator to provide support to business ensuring the facility is operational, areas are functional and activation of excellent service delivery, identify and manage SHEQ and Legal Risks, Objectives and Action plans for overall area of management and individually for each department, ensure compliance with all company policies & procedures, manage corrective, preventative and disciplinary actions for any non-conformances, contractor management including all required documentation, maintain and assess all policies and processes implementing enhancements where applicable, ensure all reporting is submitted by all due dates and times, correct on first submission, operational management including all functions and areas are included, manage employee engagement and skills development for full area of management

Qualifications and Experience Required:

• Matric
• Diploma in Supply Chain/Logistics Management
• Occupational Health and Safety Certificate
• Advanced Excel Certificate
• Security Management, including physical security (guarding, armed escorts etc,) and security systems
• Facilities Management, including maintenance, preventative maintenance, general cleaning and housekeeping
• Large project management for security upgrades
• Large Facilities project management, including costing from multiple sources, identification of futureproof solutions, daily management reporting and feedback
• Management reporting and presentations
• Coordinated supervision of multiple departments and functions
• SHEQ experience, ISO9001/14001/45001
• Identifying and providing internal training
• End to end large project management
• Contractor Management and Compliance
• Experience in management of department and/or functions

Role Responsibilities:

Security (Volsec):

• Operational management of Security Guards on site with constant assessment of professional performance, processes and best practice (Secure and controlled opening, closing and after-hours access). Schedule and attend meetings with standard agenda and minutes.
• Assess output according to adherence to SHEQ and ISO requirements and adherence to Company policies and procedures, and insurance requirements and proposals on enhancements where required.
• Acting as liaison for security matters. Be the main contact for all security incidents ensuring availability 24/7, meeting at the Facility (on call) if necessary.
• Collation of daily reporting from Security Guards and immediate escalation to management of any risk, issues, incidents or concerns.

Security Systems:

• Manage and maintain the physical security systems, i.e. the Electric Fence, Access Control at the gate, Security Camera monitoring etc. ensuring daily checks and controls always enabling full functionality.
• Administration of the Access control system, coordinating onboarding and termination as approved and calls logged, assessing and setting up employees according to correct access levels.
• Validate reports monthly with sign off on all users. Controlled and approved alarm code allocation and daily automated activation and deactivation.

Contractors:

• Management of permanent on-siteContractors.
• Source Contractors, collate quotes (x3) and provide cost comparisons and proposals when upgrade or maintenance is required.
• Obtain relevant approvals and manage urgent facilities maintenance projects.
• Manage Contractors for all renovations and building upgrades ensuring regulatory compliance (OHS, building standards etc) – where necessary coordinating Risk assessments by engaging OHS Team.

Facilities:

• Be responsible forgeneral maintenance of the facility including parking bays, the garden, smoking areas, fencing and gate, booms, entrance, guard house etc with focus in the external areas and all building renovations and upgrades.
• Daily management of boardrooms (assess bookings and functionality of all areas – electricity, speakers, Audio visual etc.
• Provide budgeting input on agreed upgrade strategy. Management of ± 3 Employees and Security Guards, coordinate completion of all required checklists, initiate self-assessments and spot checks.
• Take ownership of the bar – stock counts before and after functions, proposed restock orders and coordination of functions resultant from logged calls.
• Assist in coordination of Occupational Health and Safety evacuations with assessment of reason for alarm activations.

Reporting:

• Structured weekly updates, outstanding call input and analysis, input into EXCO on areas in progress, analytical and statistical reporting when required.