Facilities Administrator

Synergy Jobs (Pty) Ltd; Midrand; On-site; ZAR 260,000 - 360,000; Full time

Job summary

Synergy Jobs (Pty) Ltd in Midrand is seeking a Facilities Administrator to oversee security operations and facilities management on-site. You will coordinate contractors, manage access control and reporting, and ensure compliance with SHEQ and ISO standards while supporting budgeting and daily operations.

The role requires a Matric or Grade 12, a Diploma in Supply Chain/Logistics Management, and Health & Safety qualifications, with Advanced Excel and MS Office proficiency.

Qualifications

• Matric / Grade 12 is compulsory.
• Diploma in Supply Chain/Logistics Management required.
• Occupational Health and Safety qualification desirable.
• Advanced Excel proficiency required.

Responsibilities

• Oversee on-site security (Volsec), guarding, and incident escalation.
• Assess outputs for SHEQ/ISO compliance; act as security liaison.
• Manage security systems: access control, cameras, alarms, onboarding.
• Coordinate on-site contractors; obtain quotes and manage upgrades.
• Facilities management including maintenance, budgeting input, space planning.
• Prepare weekly reports and present analytics to EXCO.
• Ensure compliance with OHS and building standards.

Skills

Security Management

Facilities Management

Project Management

Budgeting

Reporting

Team supervision

Education

Matric / Grade 12

Diploma in Supply Chain/Logistics Management

Occupational Health and Safety

Tools

Advanced Excel

Sage ERP

MS Office

PowerPoint

Job description

• 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
• Financial background and experience in reconciliations and budgeting

POSITION: Facilities Administrator

LOCATION: Midrand

REPORTING TO: Div Manager Logistics & SHEQ

Role Description (Outside)

Candidate will be responsible for the management of:

• 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. ensure 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-site Contractors. 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 for general 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.

Key Performance Areas

• Providing support to business ensuring the facility is operational, areas are functional and activation of excellent service delivery
• Identifying and managing SHEQ and Legal Risks, Objectives and Action plans for overall area of management and individually for each department
• Ensuring compliance with all policies & procedures
• Managing corrective, preventative and disciplinary actions for any non-conformances
• Contractor Management including all required documentation
• Maintaining and assessing all policies and processes implementing enhancements where applicable
• Ensuring all reporting is submitted by all due dates and times, correct on first submission
• Operational Management including all functions and areas are included
• Managing employee engagement and skills development for full area of management

Qualification and Experience

Minimum Qualifications:

• Matric \ Grade 12 (Compulsory)
• Diploma in Supply Chain/Logistics Management
• Occupational Health and Safety

Compulsory/ Required Certifications:

• Matric \ Grade 12 (Compulsory)
• Advanced Excel

Relevant Experience

• 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
• Financial background and experience in reconciliations and budgeting

Functional Competencies

• Security Management (Guarding and systems)
• Facilities Management
• Risk Identification and Management
• Large Project Management
• Strong computer literacy skills
• Financial ability of understanding Income statement, balance sheet, Gross Profit and reconciliation experience

Behavioral/ Leadership Competencies

• Management of multiple departments
• Multi-cultural people management
• Performance Management
• Meeting coordination, taking and actioning of minutes
• Professional and analytical
• Interpersonal skills

Industry Related Competencies

• Formulating and implementing policies and procedures
• Vendor and Contractor Management
• Investigations and reconciliations
• Sage ERP system experience and system enhancements

Business/ Professional Competencies

• EXCO and Holdings reporting and presentations
• Internal Audits and Self Assessments
• High level analysis and reporting
• Reading, writing and communication of English
• MS Office - Excel and PowerPoint critical
• Participation in System Requirements and implementations