Facilities Administrator (Western Cape)

Profile Personnel; Stellenbosch; On-site; ZAR 180,000 - 360,000; Full time

Job summary

A Facilities Management Company in Stellenbosch is seeking a skilled individual to provide specialized administrative and operational support. The ideal candidate will coordinate maintenance workflows, oversee financial procurement, and manage compliance across various tasks. Key responsibilities include handling maintenance queries, issuing purchase orders, and ensuring valid vendor documentation. Qualifications include Matric and relevant experience in facilities administration. This role offers significant opportunities for growth in a supportive environment.

Qualifications

• 2–5 years’ experience in facilities or property administration.
• Experience preferably in corporate, real estate, or banking environments.
• 2–5 years’ experience in facilities or property administration, preferably in corporate, real estate, or banking environments.

Responsibilities

• Serve as the primary contact for all maintenance queries.
• Issue Purchase Orders and perform invoice processing.
• Administer vendor onboarding and maintain compliance files.
• Coordinate contractor access and prepare management reports.
• Build strong relationships with tenants and stakeholders.
• Build relationships with tenants, project managers, service providers, and internal stakeholders.

Skills

Proficient in property management systems

Advanced MS Office skills

Working knowledge of OHS Act and COIDA

Vendor management

MS Office

Education

Matric / Grade 12

Facilities Management qualification

Business Administration qualification

Tools

MDA Property Manager

MRI

Job description

Role Purpose

Provide specialized administrative and operational support to the Facilities Management team, serving as the central point for maintenance workflows, financial procurement, and regulatory compliance. Ensure smooth operations across a multi‑asset portfolio, maintain accurate data, and deliver excellent service to tenants while protecting assets and optimizing Net Operating Income.

Key Responsibilities

1. Helpdesk & Maintenance Coordination

• Serve as the primary contact for all maintenance queries (phone, email, portal).
• Triage issues: emergency, routine, and tenant‑responsible.
• Create and assign Job Cards in property management/CAFM systems to approved vendors.
• Monitor service levels and elevate non‑performance to the Facilities Manager.
• Keep tenants informed on job status and provide 48 hours’ notice for planned maintenance.

2. Financial Administration & Procurement

• Issue Purchase Orders for approved work and verify budget availability.
• Perform invoice processing and “Three‑Way Matches” (PO + Invoice + POD) ensuring VAT compliance.
• Code expenses accurately to GL accounts and identify recoverable costs for tenant billing.
• Collate and validate utility readings, flagging anomalies.
• Monitor and manage costs within approved budgets.

3. Governance, Compliance & Risk Management

• Administer vendor onboarding, including verification of legal and financial documentation.
• Maintain safety compliance files, including COIDA and Public Liability Insurance for contractors.
• Ensure operations align with relevant legislation, audit standards, and REMS policies.
• Support risk mitigation initiatives and implementation of safety measures.

4. Operational Support & Administration

• Coordinate contractor access, issuing permits and notifying security teams.
• Prepare and distribute accurate management reports on maintenance, budget, and compliance.
• Maintain organised filing of warranties, certificates, plans, and keys.

5. People & Stakeholder Management

• Build strong relationships with tenants, project managers, service providers, and internal stakeholders.
• Resolve queries professionally and within agreed timelines.
• Support performance management, team culture initiatives, and personal development.

Requirements & Competencies

Qualifications & Experience

• Matric / Grade 12 required.
• Facilities Management, Property, Business Administration, or related qualifications are advantageous.
• 2–5 years’ experience in facilities or property administration, preferably in corporate, real estate, or banking environments.

Technical Skills

• Proficient in property management systems such as MDA Property Manager and MRI.
• Advanced MS Office skills (Excel, Word, Outlook).
• Working knowledge of OHS Act and COIDA.

Only shortlisted candidates will be contacted. Should you not receive a response within 14 days please consider your application unsuccessful. We will keep your CV on our database for any other relevant roles that may arise.