Senior Administrative Officer - Facilities Management

Placements24; Durban; On-site; ZAR 350,000 - 550,000; Full time

Benefits offered by this job

Leadership opportunities

Growth and development support

Office-based role

Job summary

Placements24 seeks a highly experienced Senior Administrative Officer to oversee administrative functions for facilities management in Durban. This office-based role requires hands-on leadership, strong vendor management, and a focus on tenant satisfaction across a portfolio of properties.

You will coordinate with maintenance teams, manage budgets, and ensure compliance with safety regulations while supporting operational excellence and growth opportunities for the organization.

Qualifications

• Extensive experience as Administrative Officer or similar in facilities management.
• Strong knowledge of facilities management principles and practices.
• Excellent organizational, planning, and multitasking abilities.
• Experience with Archibus or CMMS is advantageous.
• Budget management and financial documentation experience.
• Strong communication and stakeholder management skills.
• Experience in the Durban, KwaZulu-Natal region preferred.

Responsibilities

• Manage day-to-day administrative operations for the facilities management department.
• Coordinate with external contractors and vendors for maintenance, repairs, and upgrades, ensuring SLAs are met.
• Maintain detailed records of building systems, maintenance schedules, and incident reports.
• Process invoices, track budgets, and prepare financial reports for facilities operations.
• Develop and implement administrative procedures to improve efficiency and cost-effectiveness.
• Serve as liaison between tenants, property managers, and maintenance staff, addressing inquiries.
• Oversee procurement of supplies and equipment for facility operations.
• Ensure compliance with health, safety, and environmental regulations across all facilities.
• Assist in planning and execution of minor renovation projects from an administrative standpoint.

Skills

Administrative leadership

Facilities management

Vendor management

Budgeting

Microsoft Office

Communication

Tools

Archibus

CMMS

Job description

About the Role

Our client, a prominent real estate development firm, is seeking a highly experienced Senior Administrative Officer to oversee and manage administrative functions related to facilities management. This role is crucial for ensuring the efficient operation and maintenance of our client's extensive portfolio of properties. Based in the vibrant city of Durban, KwaZulu-Natal , this position requires a hands-on approach and a deep understanding of administrative processes within a facilities context. You will be responsible for coordinating with maintenance teams, managing vendor relationships, and ensuring all administrative aspects of facility upkeep are meticulously handled. This is an office-based role, providing a stable and engaging work environment where your contributions directly impact operational success and tenant satisfaction across properties in and around Durban, KwaZulu-Natal .

Key Responsibilities

• Manage day-to-day administrative operations for the facilities management department.
• Coordinate with external contractors and vendors for maintenance, repairs, and upgrades, ensuring service level agreements are met.
• Maintain detailed records of building systems, maintenance schedules, and incident reports.
• Process invoices, track budgets, and prepare financial reports related to facilities operations.
• Develop and implement administrative procedures to improve efficiency and cost-effectiveness.
• Serve as a liaison between tenants, property managers, and maintenance staff, addressing inquiries and resolving issues promptly.
• Oversee the procurement of necessary supplies and equipment for facility operations.
• Ensure compliance with health, safety, and environmental regulations across all managed facilities.
• Assist in the planning and execution of minor renovation projects from an administrative standpoint.

Requirements

• Extensive experience as an Administrative Officer, Facilities Administrator, or in a similar role, preferably within property management or construction.
• Strong understanding of facilities management principles and practices.
• Excellent organizational, planning, and multitasking abilities.
• Proficiency in Microsoft Office Suite and experience with facilities management software (e.g., Archibus, CMMS) is a significant advantage.
• Strong negotiation and vendor management skills.
• Excellent communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders.
• Ability to manage budgets and process financial documentation accurately.
• Knowledge of health and safety regulations relevant to building management.
• Experience working within the Durban, KwaZulu-Natal region is preferred.

Benefits

• Competitive annual salary of R.
• Opportunity to take on a leadership role in administrative support for facilities management.
• Work in a dynamic sector with tangible results and impact on property value.
• Stable, office-based role with clear responsibilities and potential for growth.
• Collaborative team environment focused on operational excellence.
• Contribution to the smooth functioning of significant real estate assets.
• Company-provided resources and professional development opportunities.