Stellenbosch: Facilities Administrator (Western Cape) posted by Profile Personnel

Role Purpose

Provide specialized administrative and operational support to the Facilities Management team, serving as the central point for maintenance workflows, financial procurement, and regulatory compliance. Ensure smooth operations across a multi-asset portfolio, maintain accurate data, and deliver excellent service to tenants while protecting assets and optimizing Net Operating Income.

Key Responsibilities

1. Helpdesk & Maintenance Coordination

• Serve as the primary contact for all maintenance queries (phone, email, portal).
• Triage issues: emergency, routine, and tenant-responsible.
• Create and assign Job Cards in property management/CAFM systems to approved vendors.
• Monitor service levels and escalate non-performance to the Facilities Manager.
• Keep tenants informed on job status and provide 48 hours notice for planned maintenance.

2. Financial Administration & Procurement

• Issue Purchase Orders for approved work and verify budget availability.
• Perform invoice processing and Three-Way Matches (PO + Invoice + POD) ensuring VAT compliance.
• Code expenses accurately to GL accounts and identify recoverable costs for tenant billing.
• Collate and validate utility readings, flagging anomalies.
• Monitor and manage costs within approved budgets.

3. Governance, Compliance & Risk Management

• Administer vendor onboarding, including verification of legal and financial documentation.
• Maintain safety compliance files, including COIDA and Public Liability Insurance for contractors.
• Ensure operations align with relevant legislation, audit standards, and REMS policies.
• Support risk mitigation initiatives and implementation of safety measures.

4. Operational Support & Administration

• Coordinate contractor access, issuing permits and notifying security teams.
• Prepare and distribute accurate management reports on maintenance, budget, and compliance.
• Maintain organized filing of warranties, certificates, plans, and keys.

5. People & Stakeholder Management

• Build strong relationships with tenants, project managers, service providers, and internal stakeholders.
• Resolve queries professionally and within agreed timelines.
• Support performance management, team culture initiatives, and personal development.

Requirements & Competencies

Qualifications & Experience

• Matric / Grade 12 required.
• Facilities Management, Property, Business Administration, or related qualifications are advantageous.
• 25 years experience in facilities or property administration, preferably in corporate, real estate, or banking environments.

Technical Skills

• Proficient in property management systems such as MDA Property Manager and MRI.
• Advanced MS Office skills (Excel, Word, Outlook).
• Working knowledge of OHS Act and COIDA.

Only shortlisted candidates will be contacted. Should you not receive a response within 14 days please consider your application unsuccessful. We will keep your CV on our database for any other relevant roles that may arise.