Facilities Administrator

Overview:

This role offers an exciting opportunity to contribute to the management of a growing portfolio with a focus on efficiency, cost management, and sustainability.

Key Responsibilities:

• Administrative Support:
• Provide administrative support to the Facilities Management team, ensuring smooth daily operations of the property portfolio.
• Maintain accurate records of maintenance schedules, service contracts, and tenant requests.
• Assist with the preparation of reports, including maintenance logs, budget tracking, and tenant satisfaction metrics.
• Maintenance Coordination:
• Coordinate routine and ad-hoc maintenance activities, ensuring timely responses to service requests and maintenance needs.
• Track and manage maintenance work orders, liaising with contractors, service providers, and the Facilities Manager to ensure tasks are completed efficiently.
• Vendor & Contractor Management:
• Assist with vendor and contractor selection, ensuring that services meet quality standards.
• Ensure vendors and contractors comply with safety regulations and the terms of contracts.
• Maintain records of contractor performance and service-level agreements (SLAs).
• Budgeting & Cost Tracking:
• Assist with budget preparation and tracking of expenditures for property maintenance and operations.
• Help with managing invoices and supporting the reconciliation of accounts related to property services.
• Monitor utility usage (electricity, water, waste) and assist in identifying cost-saving opportunities.
• Compliance & Documentation:
• Ensure that all properties comply with local regulations, including building codes, safety standards, and environmental laws.
• Maintain accurate documentation of inspections, maintenance activities, and compliance records.
• Assist in preparing for audits, inspections, and regulatory compliance checks.
• Tenant Relations & Communication:
• Serve as a point of contact for tenants regarding facility-related inquiries, issues, or requests.
• Assist in addressing tenant concerns and ensuring that responses are timely and solutions-oriented.
• Help facilitate communication between tenants and the Facilities Management team.
• Sustainability & Energy Management:
• Support energy and water conservation initiatives, ensuring that sustainability practices are adhered to across the portfolio.
• Assist with the tracking and reporting of energy and resource consumption.
• Emergency Response & Risk Management:
• Assist with the coordination of emergency preparedness plans, including fire drills, evacuation procedures, and safety audits.
• Help maintain records related to risk management, safety protocols, and insurance coverage.

Key Skills & Competencies:

• Strong organizational and administrative skills with attention to detail.
• Basic knowledge of building systems (HVAC, plumbing, electrical) and maintenance operations.
• Experience with vendor and contractor management.
• Familiarity with budgeting and cost-tracking processes.
• Excellent communication and interpersonal skills.
• Ability to handle multiple tasks simultaneously and work in a fast-paced environment.
• Familiarity with South African property regulations and health & safety standards is an advantage.

Qualifications & Experience:

• A relevant qualification in Facilities Management, Property Management, Administration, or a related field (preferred).
• At least 2-3 years of experience in facilities administration, property management, or a related role.
• Basic understanding of building operations and maintenance practices.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint); experience with facilities management software is a plus.

Personal Attributes:

• Strong problem-solving skills and a proactive approach.
• Ability to work independently and as part of a team.
• Strong attention to detail and excellent organizational skills.
• Customer-focused with a commitment to providing quality service.
• Adaptability and the ability to thrive in a dynamic work environment.

Compensation & Benefits:

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Retirement savings and pension plan.
• Professional development opportunities.