Procurement & Facilities Coordinator

RSAWEB; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Benefits offered by this job

Medical Aid contribution

Medical Insurance contribution

Gap cover rates

Discounted Internet Connectivity

Free barista coffee, breakfasts and sn

Job summary

Octotel is recruiting a Facilities Coordinator to provide day-to-day administrative and operational support across our facilities. You will coordinate maintenance requests, payments, access and parking queries, and workplace services to ensure smooth operations at all locations in Cape Town.

The role requires 1–3 years in facilities or office administration, strong Excel/Office skills, and keen attention to detail.

Qualifications

• 1-3 years' experience in a facilities, office administration, workplace services, operations or similar coordination role.
• Experience coordinating maintenance requests, workplace services and/or service providers would be advantageous.
• Experience with invoice or payment processing, account reconciliations and maintaining accurate financial records.
• Strong administrative and organisational skills with excellent attention to detail and record-keeping ability.
• Good computer literacy, with proficiency in Microsoft Office, particularly Excel, Outlook and Word.

Responsibilities

• Facilities Tracking: Log maintenance requests and tickets on the facilities dashboard and track items requiring action.
• Payments: Process facilities-related payments, including armed response, sanitation, pest control, office repairs and maintenance.
• Access & Parking: Investigate and resolve access tag, parking card and parking bay queries.
• Workplace Services: Coordinate dry cleaning of workplace items, sanibin servicing, pest control services and quarterly deep cleaning for all offices and warehouse spaces.
• Branch Supplies: Manage the ordering of office groceries and cleaning materials for the Johannesburg, George and Plettenberg Bay branches.
• Consumables Stock Management: Conduct grocery and janitorial stock counts twice weekly and coordinate the weekly stock picking process.
• Account Reconciliations: Complete and maintain account reconciliations for purchasing of office and grocery related items.
• Data Management: Capture and maintain accurate data relating to cleaning schedules, stock received and issued, and consumables purchases.
• Documentation: Print, scan, file and maintain cleaning schedules and related facilities documentation.

Skills

Microsoft Office

Excel

Outlook

Word

Administrative Skills

Data Management

Procurement / Stock management

Record keeping

Education

Facilities Management/Business Admin qualification

Tools

Excel (tool)

Outlook (tool)

Word (tool)

Job description

Octotel is an established and rapidly expanding Open Access Service Provider, specializing in Open Access & GPON connectivity. We are Cape Town’s largest Open Access Network focused on both Fibre To The Home (FTTH) and Business (FTTB). Our fibre network has passed over 400 000 homes and businesses in Cape Town. We offer a choice of services from over 65 of the country’s leading Internet Service Providers.

Role Overview

The Facilities Coordinator provides day-to-day administrative and operational support to the Facilities function, ensuring maintenance requests, payments, access and parking queries, stock requirements and workplace services are efficiently coordinated and followed through. The role manages facilities-related data, reconciliations, stock counts, grocery procurement and documentation, while supporting the Team Lead with accurate records, reporting and the smooth execution of facilities operations across all locations.

Key Responsibilities

• Facilities Tracking: Log maintenance requests and tickets on the facilities dashboard and track items requiring action.
  
• Payments: Process facilities-related payments, including armed response, sanitation, pest control, office repairs and maintenance.
  
• Access & Parking: Investigate and resolve access tag, parking card and parking bay queries.
  Workplace Services: Coordinate dry cleaning of workplace items, sanibin servicing, pest control services and quarterly deep cleaning for all offices and warehouse spaces.
  
• Branch Supplies: Manage the ordering of office groceries and cleaning materials for the Johannesburg, George and Plettenberg Bay branches.
  Consumables Stock Management: Conduct grocery and janitorial stock counts twice weekly and coordinate the weekly stock picking process.
  
• Account Reconciliations: Complete and maintain account reconciliations for purchasing of office and grocery related items.
  Data Management: Capture and maintain accurate data relating to cleaning schedules, stock received and issued, and consumables purchases.
  
• Documentation: Print, scan, file and maintain cleaning schedules and related facilities documentation.
  

Requirements

• A relevant tertiary qualification in Facilities Management, Business Administration, Office Administration or a related field would be advantageous.
  
• 1-3 years' experience in a facilities, office administration, workplace services, operations or similar coordination role.
  
• Experience coordinating maintenance requests, workplace services and/or service providers would be advantageous.
  
• Experience with invoice or payment processing, account reconciliations and maintaining accurate financial records.
  
• Experience managing stock, consumables, office supplies or procurement-related activities.
  Good computer literacy, with proficiency in Microsoft Office, particularly Excel, Outlook and Word.
  
• Strong administrative and organisational skills with excellent attention to detail and record-keeping ability.
  
• Comfortable working with data, including capturing information, maintaining trackers and preparing basic reports.
  
• Medical Aid company contribution
  
• Medical Insurance Company Contribution
  
• Corporate Gap Cover rates
  
• Discounted Internet Connectivity
  
• Free Barista prepared coffee, breakfasts and snacks.
  
• Employee Wellness Programme (Lyra). Providing free 24/7/365 counselling for you and your family in your household, as well as other health and wellbeing resources, provided by registered professionals.
  
• Exposure to latest industry technologies and standards
  
• Lastly, a work environment that rivals the very best!