Facilities Administrator

University of Fort Hare; South Africa; On-site; ZAR 180,000 - 260,000; Full time

Job summary

Datacentrix is seeking a Facilities Administrator to support daily operations, ensuring the facility is functional and compliant with SHEQ and ISO standards. You will manage security, contractors, and general facilities, while coordinating training and reporting to drive service excellence.

Responsibilities include oversight of security guards, access control, and maintenance programs, with budgeting input and supervision of a small team.

Qualifications

• Matric is required.
• Diploma in Supply Chain/Logistics Management required.
• Occupational Health and Safety Certificate required.
• Advanced Excel Certificate required.
• Experience in SHEQ and ISO standards is essential.
• Contractor management and compliance experience.
• End-to-end large project management experience.
• Supervision of multiple departments and functions.

Responsibilities

• Oversee security operations and on-site guards.
• Ensure adherence to SHEQ and ISO standards; align with company policies.
• Liaise on security incidents; ensure 24/7 readiness.
• Manage security systems: access control, cameras, alarm systems.
• Source and manage on-site contractors; coordinate upgrades.
• Oversee general facilities maintenance and housekeeping.
• Provide budgeting input for upgrades; manage ~3 employees and guards.
• Coordinate Occupational Health and Safety evacuations.
• Deliver structured weekly updates and EXCO-ready reporting.

Skills

Matric

Diploma in Supply Chain/Logistics

Occupational Health and Safety

Advanced Excel

Security Management

Facilities Management

Large project management (security)

Large facilities project management

Management reporting

SHEQ ISO9001/14001/45001

Contractor management

Training & development

General supervision

Education

Matric

Diploma in Supply Chain/Logistics Management

Occupational Health and Safety Certificate

Tools

Security Systems

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.