Facilities Administrator

Key Responsibilities

Facilities Administration & Maintenance Coordination (Facilities Administrator Jobs South Africa)

• Maintain maintenance trackers, job cards, service schedules, contractor records, and facilities documentation
• Log, allocate, and follow up on maintenance requests and repairs until completion
• Coordinate contractor access, supplier appointments, and communication with operational teams
• Support maintenance administration, filing, record control, and service history tracking

• Capture stock receipts, transfers, issues, and adjustments accurately
• Maintain stock registers, inventory records, asset registers, and FF&E documentation
• Coordinate stock distribution and replenishment across operational sites
• Assist with monthly stock takes and investigate variances or shortages

• Process ad hoc and SLA invoices, purchase orders, quotations, and supplier documentation
• Assist with procurement administration and payment processes
• Compile weekly, monthly, and ad hoc reports, reconciliations, and administrative packs
• Support audit preparation and documentation management

• Track compliance documents, approvals, certificates, and supporting records
• Maintain document registers and departmental filing systems
• Ensure facilities administration supports audit readiness and internal controls
• Assist with OHS and facilities compliance administration

• Liaise with Regional Maintenance Managers, suppliers, contractors, and operational teams
• Provide administrative support for meetings, reporting, communication, and follow-up actions
• Support efficient service delivery across the facilities and maintenance portfolio

• Grade 12 / Matric
• Relevant qualification in Facilities Management, Property Management, Procurement, Business Administration, or related field advantageous
• Minimum 2–5 years’ experience within facilities administration, maintenance administration, or property administration
• Experience with invoice processing, procurement administration, reporting, and reconciliations
• Proficiency in Microsoft Office
• Valid driver’s licence advantageous

• Strong administrative and organisational ability
• Excellent attention to detail and accuracy
• Strong communication and stakeholder management skills
• Ability to manage multiple priorities and deadlines
• Good problem-solving and coordination ability
• Ability to work independently and within a team
• Strong understanding of facilities operations and maintenance administration

• Facilities Management & Maintenance Operations
• Property or Student Accommodation Environment
• Procurement Processes
• OHS Act and workplace safety regulations
• Asset control and compliance administration
• POPIA and document handling requirements

• Join one of South Africa’s leading student accommodation providers
• Work within a growing and fast-paced property management environment
• Exposure to facilities operations, procurement, maintenance, and compliance administration
• Opportunity to grow within a national property and facilities portfolio