Facilities & Operations Coordinator

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

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.