Snr Officer: Res Facilities

University of Pretoria; Pretoria; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading South African university is seeking a Senior Officer for Residence Facilities to oversee and coordinate services within student residences. Responsibilities include facility inspections, managing cleaning standards, and providing administrative support to students. The ideal candidate holds a relevant National Diploma and has three years of experience in client service and facilities management. This is a full-time position located in Pretoria.

Benefits

50% contribution to medical aid schemes

Annual remuneration package based on appointment level

Qualifications

• Minimum three years of experience in client service environments and student administrative support.
• Proven expertise in supervising building maintenance and cleaning services.
• Solid knowledge and practical experience in health and safety within accommodation.

Responsibilities

• Oversee residence services and facilities management.
• Conduct regular inspections of residence facilities for compliance.
• Manage student residence administration and provide support to students.

Skills

Client/ Customer orientation

Communication skills

Interpersonal skills/ Teamwork

Occupational health and safety

Building maintenance

Education

Relevant National Diploma (NQF 6)

Job description

Overview

UP Professional and Support
DEPARTMENT: RESIDENCE AFFAIRS AND ACCOMMODATION
POST TITLE: SENIOR OFFICER: RESIDENCE FACILITIES (3x positions)
PEROMNES POST LEVEL: 009

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy. The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

Job Purpose

Oversee and coordinate the provision of residence services and management of facilities within the Student Residence buildings. Act as the primary point of contact for all client service matters within the residence. Provide support to students and ensure that all student administrative processes are executed accurately in line with departmental procedures. Supervise residence cleaning staff to maintain a safe, clean, and welcoming environment. Ensure strict compliance with all Occupational Health and Safety standards.

Responsibilities

The successful candidates’ responsibilities will include, but are not limited to:

• Conduct regular inspections of buildings, infrastructure, and residence facilities to identify defects, maintenance needs, and compliance with university policies, Occupational Health and Safety, and Fire Hazard regulations;
• Assess and verify the quality of completed maintenance or repair work through inspections, approving or rejecting outcomes as necessary, and engaging Facilities Management for support where uncertainty arises;
• Maintain high hygienic standards in residence environments by ensuring cleanliness and readiness of rooms and shared facilities before occupancy, during student or guest stays, and after exit;
• Perform routine checks—daily spot checks, quarterly room inspections, and monitoring of security gates, electronic doors, and roof access points—to safeguard facilities, uphold standards, and maintain functional study, social, and outdoor spaces;
• Ensure effective facilities and asset management by overseeing waste disposal in line with protocols, maintaining updated key control systems, safeguarding access security, and ensuring that all infrastructure and equipment (doors, gates, networks, alarms, intercoms, DSTV, etc.) are fully operational at all times;
• Efficiently manage student residence administration by updating registration statuses, processing admissions, transfers, and terminations, issuing and retrieving room keys, and ensuring the proper filing and auditing of all residence occupation and departure forms;
• Conduct regular room inspections, record and process damages or fines, identify storage solutions for students’ personal items, and coordinate archive storage with relevant divisions, ensuring compliance with university and DHET norms and standards;
• Provide frontline support to students by addressing complaints, handling queries, offering guidance, and ensuring access to necessary resources while maintaining a student-centered approach that fosters wellbeing and academic success;
• Lead and coordinate cleaning teams by setting schedules, monitoring daily attendance, managing absenteeism, punctuality, and staff morale, approving leave, resolving conflicts, and supporting disciplinary or investigative processes. Provide guidance on institutional policies, standards, and expectations to ensure staff compliance and performance improvement;
• Organize and facilitate relevant staff training on cleaning equipment, chemical usage, and safety procedures to prevent wastage, enhance operational efficiency, and promote staff professional development. Conduct performance appraisals and maintain staff performance agreements to encourage continuous improvement;
• Manage and monitor all assets, including IT and laundry equipment, ensuring proper maintenance, inventory updates, and accountability for damages, while coordinating repairs and upgrades in line with institutional standards;
• Oversee contractors, architects, and project managers during site visits, assist in compiling scopes of work, and conduct snag inspections to ensure residences meet DHET norms and standards;
• Assist with student engagement initiatives, including Open Days, Welcoming Day, and other programmes, while fostering a residence environment that promotes holistic student development, wellbeing, and the Listening, Learning, and Living (LLL) ethos;
• Ensure the safety, security, and wellbeing of the residence environment by conducting regular inspections of electrical appliances, fire and safety equipment, and overall health and safety compliance, while reporting any non-compliance or violations and ensuring adherence to emergency evacuation plans;
• Maintain effective communication and collaborative relationships with all residence stakeholders, including Heads of Residences, student leaders, students, and visitors, to proactively manage hazards, mitigate risks, and promote a safe, healthy, and harmonious living environment.

Minimum Requirements

• Relevant National Diploma (NQF 6)
• Three years of experience in the following:
  • Client service environments, including handling enquiries
  • Administrative support within University environment processes and workflows
  • Proven expertise in supervising building maintenance and cleaning services
  • Solid knowledge expertise and practical experience in health and safety within the accommodation environment
  • Experience in staff supervision

Required Competencies (skills, Knowledge And Behavioural Attributes)

• Occupational health and safety
• Building maintenance
• Basic accounting principles and application
• Student financing, bursary and accounts protocols
• University structures and student assistance
• Computer literacy
• Communication skills
• Client/ Customer orientation
• Interpersonal skills/ Teamwork

Added Advantages And Preferences

• Certificate in Hospitality Management
• Certificate in Basic Occupational Health and Safety
• Experience in the hospitality environment
• Experience in an institution of higher education
• Valid driver’s license

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

Applicants are requested to apply online at www.up.ac.za and follow the link: Careers@UP.

In Applying For This Post, Please Attach

• A comprehensive CV;
• Certified copies of qualifications;
• Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 15 October 2025

No applications or submissions will be considered after the closing date or if it does not comply with at least the minimum requirements.

ENQUIRIES: Mr F Sinthumule, via email at [e-mail] for application-related enquiries, and Mrs B Gopane, via email at [e-mail] enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 December 2025, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to, candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply.

By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information, including, but not limited to, qualifications, criminal record, credit record, and current and historic disciplinary proceedings as part of the selection process.

The University of Pretoria reserves the right not to fill the advertised positions.