Office Administration Facilities Coordinator

Time Personnel; Cape Town; On-site; ZAR 180,000 - 260,000; Full time

Job summary

Time Personnel in Cape Town seeks an Office Administration Facilities Coordinator to support multiple office locations, manage vendor relationships, and ensure a clean, safe, and efficient workplace. You will handle onboarding, access control, and daily administrative tasks with a proactive, service-driven mindset.

The role requires strong organisational skills, a valid driver’s license, and the ability to coordinate with suppliers and internal teams.

Qualifications

• Matric certificate or equivalent qualification.
• Qualification in Office Administration, Facilities Management or a related field will be advantageous.
• Valid driver’s licence, own reliable vehicle and mobile phone essential.
• 2–3 years’ experience coordinating office operations, facilities or workplace services.
• Confident communicator with strong problem-solving and relationship-building abilities.
• Excellent organisational skills with the ability to manage multiple priorities effectively.
• Proficient in Microsoft Office, Google Workspace and Microsoft Teams.
• Proactive, service-driven approach with a commitment to delivering a positive workplace experience.
• Ability to support multiple office locations while maintaining efficiency and attention to detail.
• High level of professionalism with the ability to handle confidential information with discretion.

Responsibilities

• Ensure all office locations are maintained to a high standard through regular workplace inspections.
• Manage maintenance requests from logging and tracking through to resolution, liaising with contractors and service providers.
• Coordinate office operations, including cleaning services, stationery, kitchen supplies, refreshments and stock replenishment.
• Oversee workplace health and safety by maintaining first aid kits, emergency procedures and compliance notices.
• Coordinate office access, security, and employee onboarding and offboarding processes.
• Maintain organised office records and act as the first point of contact for workplace-related queries while handling confidential information with professionalism and discretion.
• Organise meeting rooms, support office events and provide basic IT assistance when required.
• Process invoices, maintain expense records and ensure tracking spreadsheets are kept accurate and up to date.

Skills

Communication

Organisational skills

Problem-solving

Relationship-building

Discretion

Education

Matric certificate or equivalent

Office Administration or Facilities Management qualification

Tools

Microsoft Office

Google Workspace

Microsoft Teams

Job description

Office Administration Facilities Coordinator required in Cape Town.

Are you bilingual in English and Afrikaans, have your own vehicle and have the energetic "know how" approach to work in a service-oriented environment?

Our client based in Pinelands requires your strong administration and facilities organisation skills to build positive relationships with suppliers, service providers and internal teams to manage the companies various commercial office spaces.

Must be proactive, with a fast turn around time dealing with deadlines and confidentiality.

Requirements:

• Matric certificate or equivalent qualification
• Qualification in Office Administration, Facilities Management or a related field will be advantageous
• Valid driver's licence, own reliable vehicle and mobile phone essential
• 2-3 Years' experience coordinating office operations, facilities or workplace services
• Confident communicator with strong problem-solving and relationship-building abilities
• Excellent organisational skills with the ability to manage multiple priorities effectively
• Proficient in Microsoft Office, Google Workspace and Microsoft Teams
• Proactive, service-driven approach with a commitment to delivering a positive workplace experience
• Ability to support multiple office locations while maintaining efficiency and attention to detail
• High level of professionalism with the ability to handle confidential information with discretion

Duties and Responsibilities::

• Ensure all office locations are maintained to a high standard through regular workplace inspections, promoting a clean, safe and professional environment
• Manage maintenance requests from logging and tracking through to resolution, liaising with contractors and service providers
• Coordinate office operations, including cleaning services, stationery, kitchen supplies, refreshments and stock replenishment
• Oversee workplace health and safety by maintaining first aid kits, emergency procedures and compliance notices
• Coordinate office access, security, and employee onboarding and offboarding processes
• Maintain organised office records and act as the first point of contact for workplace-related queries while handling confidential information with professionalism and discretion
• Organise meeting rooms, support office events and provide basic IT assistance when required
• Process invoices, maintain expense records and ensure tracking spreadsheets are kept accurate and up to date