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

About the Role

The Facilities Administrator role at Profile Personnel is an exciting opportunity to provide specialized administrative and operational support to the Facilities Management team, serving as the central point for maintenance workflows, financial procurement, and regulatory compliance. The successful candidate will 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

• 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.

• 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.

• 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.

• 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.

• 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

• 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.

Qualifications

(No qualifications mentioned)

Salary & Benefits

(No salary information provided)