Facilities Officer

Empact Group; KwaZulu-Natal; On-site; ZAR 240,000 - 300,000; Full time

Job summary

Empact Group is seeking a Facilities Officer to manage day-to-day site facilities, ensuring safety, functionality and SLA-aligned operations in KwaZulu-Natal. You will coordinate maintenance, manage contractors, handle supplier relations and keep accurate financial records.

You will support projects, monitor service providers, maintain consumables, and ensure compliance with OH&S and regulations. A strong admin focus and proficiency in MS Office are essential.

Qualifications

• 2+ years' proven technical maintenance experience.
• 2-3 years' experience in Facilities Management, Property Management, Site Maintenance or related environment.
• Experience managing contractors, suppliers and vendor relationships.
• Experience in facilities-related financial administration, including invoice capturing and verification.
• Experience in preparing Purchase Orders based on approved quotations.
• Ability to review quotations against approved client budgets.
• Basic understanding of General Ledger expenses and facilities-related expenditure.
• Experience in basic project administration, reporting and document management.
• Working knowledge of building maintenance, facilities services and site operations.
• Computer literacy, particularly Microsoft Office and Excel.
• Valid driver's licence and own transport will be advantageous.

Responsibilities

• Site Facilities & Maintenance: conduct regular inspections to keep the facility safe and operational.
• Coordinate planned, preventive and reactive maintenance activities.
• Ensure compliance with OH&S Act, applicable legislation and building regs.
• Coordinate repairs and replacements of office equipment and facilities.
• Monitor cleaning services and maintain standards.
• Assist IT with office reticulation and related infra projects.
• Monitor outsourced facilities services for delivery.
• Maintain stock levels of cleaning materials and consumables.
• Build relationships with landlords, municipalities and utilities.
• Identify facilities, maintenance, safety and operational risks.
• Contractor & Vendor Management: liaise with suppliers to meet SLAs and standards.
• Monitor performance of building services, security, access control and cleaners.
• Ensure contractors comply with site, health & safety rules.
• Resolve service issues with minimal disruption.
• Escalate performance issues when needed.
• Maintain effective relationships with service providers.
• Facilities Project Administration: coordinate facilities projects from start to finish.
• Submit accurate project information to management on time.
• Obtain and review quotations; align with budgets.
• Process Purchase Orders per quotations and procedures.
• Monitor costs, quality, progress and timelines.
• Identify process improvements and faster delivery.
• Regularly communicate with contractors and attend project meetings.
• Deliver projects within cost, quality and time.
• Financial & Administrative Management: capture and process invoices.
• Review quotations against budgets.
• Develop Purchase Orders from quotations.
• Monitor General Ledger expenses related to facilities.
• Reconcile expenditure against invoices.
• Maintain records of quotations, POs and invoices.
• Prepare basic operational and facilities reports.
• Document & Compliance Management: compile and submit reports on time.
• Quality-check contractor documents.
• Ensure compliance with information requirements.
• Keep permits, leases and service agreements well organised.
• Maintain electronic and hard-copy records for permits and correspondence.

Skills

Facilities management

Contractor management

Budgeting & POing

Documentation & reporting

IT liaison

Microsoft Office

Excel

Tools

Microsoft Excel

Job description

Purpose of the role

The purpose of this position is to manage and coordinate the Business Unit's day-to-day site facilities activities, ensuring that the facility remains safe, functional, well maintained and operational in line with the client's Service Level Agreement (SLA), operational requirements and applicable legislation. The Facilities Officer is responsible for coordinating site maintenance, monitoring contractors and service providers, supporting facilities-related projects, managing site services and consumables, and maintaining accurate financial, administrative and compliance records.

Minimum education and experience

• Minimum 2 years' proven technical maintenance experience within a service delivery environment.
• 2-3 years' experience in Facilities Management, Property Management, Site Maintenance or a related environment.
• Experience managing contractors, suppliers and vendor relationships.
• Experience in facilities-related financial administration, including invoice capturing and verification.
• Experience in preparing Purchase Orders based on approved quotations.
• Ability to review and analyse quotations against approved client budgets.
• Basic understanding of General Ledger expenses and facilities-related expenditure.
• Experience in basic project administration, reporting and document management.
• Working knowledge of building maintenance, facilities services and site operations.
• Computer literacy, particularly Microsoft Office and Excel.
• Valid driver's licence and own transport will be advantageous.

Key Areas of responsibility:

1. Site Facilities & Maintenance

• Conduct regular site inspections to ensure the facility remains safe, functional and operational, with minimal disruption to business activities.
• Coordinate and monitor planned, preventative and reactive maintenance activities.
• Ensure maintenance and building-related work complies with the Occupational Health and Safety Act, applicable legislation and National Building Regulations.
• Coordinate repairs and replacements of office equipment, fixtures and facilities.
• Monitor cleaning services and ensure agreed cleaning standards and routines are maintained.
• Assist the IT team with office reticulation and related infrastructure projects where required.
• Monitor outsourced facilities services to ensure effective service delivery.
• Ensure adequate stock levels of cleaning materials, refreshments and other site consumables are maintained.
• Build and maintain professional relationships with landlords, municipalities, utilities and relevant government institutions, including Eskom, City Power and Public Works where applicable.
• Identify and elevate facilities, maintenance, safety and operational risks.

1. Contractor & Vendor Management

• Liaise with internal and external suppliers, contractors and service providers to ensure delivery in accordance with agreed SLAs and service standards.
• Monitor the performance of building services, security, access control, cleaning and other outsourced service providers.
• Ensure contractors adhere to site requirements, health and safety standards and applicable security and access-control procedures.
• Address service delivery issues and resolve conflicts with minimal disruption to daily operations.
• Escalate contractor performance or non-performance issues to the Line Manager where required.
• Maintain effective working relationships with service providers and ensure appropriate follow-up on outstanding work.

1. Facilities Project Administration

• Coordinate and monitor facilities-related projects from commencement through to completion.
• Ensure project information submitted to management is accurate, complete and submitted within required timeframes.
• Obtain and review quotations and ensure proposed expenditure aligns with approved budgets.
• Develop and process Purchase Orders in accordance with approved quotations and internal procedures.
• Monitor project costs, quality, progress and timelines.
• Identify opportunities to improve processes, reduce turnaround times and enhance facilities service delivery.
• Communicate regularly with contractors regarding project progress and attend project/site meetings where required.
• Ensure projects are delivered within agreed cost, quality and time parameters.

1. Financial & Administrative Management

• Capture, verify and process facilities-related invoices.
• Review quotations and expenditure against approved client budgets.
• Develop Purchase Orders based on approved quotations.
• Monitor and analyse General Ledger expenses relating to facilities activities.
• Assist with the reconciliation and analysis of expenditure against client invoices.
• Maintain accurate records of quotations, Purchase Orders, invoices and supporting documentation.
• Prepare basic financial, operational and facilities reports as required.
  

1. Document & Compliance Management

• Compile and submit facilities and site reports accurately and within required deadlines.
• Conduct quality checks on contractor, maintenance and project documentation.
• Review contractor documentation to ensure required information and compliance requirements have been met.
• Ensure documentation is accurate, complete and appropriately authorised.
• Maintain organised electronic and hard-copy records of permits, leases, service agreements, contractor documentation, project records and relevant correspondence.
• Ensure facilities documentation is maintained in accordance with organisational and client requirements.

Key Competencies

• Facilities Management & Site Operations
• Technical Maintenance Coordination
• Contractor & Vendor Management
• Problem Solving & Fault-Finding
• Planning & Organising
• Financial & Commercial Awareness
• Project Administration
• Health, Safety & Compliance
• Stakeholder Management
• Professionalism in a Security-Conscious Environment