Job Description
Job Description
The Facilities Administrator is responsible for coordinating the day-to-day administration of facilities management services to ensure that building operations, maintenance, contractor performance, statutory compliance, and tenant services are delivered efficiently. The role provides administrative support to the Facilities Manager while ensuring a safe, compliant, and well-maintained working environment.
Duties and Responsibilities
Key Responsibilities
Verify and validate contractor invoices to ensure services rendered are accurate and supported by the relevant documentation prior to payment processing.
Coordinate planned and reactive maintenance activities across the property portfolio.
Log, monitor and close maintenance requests through the Facilities Management System.
Maintain accurate maintenance records, asset registers, service reports and statutory compliance documentation.
Assist in planning and scheduling preventative maintenance programmes.
Assist facilities manager to monitor contractor performance against Service
Verify job cards, quotations, invoices and completed work before processing.
Coordinate maintenance of HVAC, electrical, plumbing, lifts, generators, fire systems, water systems and other building services.
Support statutory inspections, audits and compliance programmes.
Maintain health, safety and environmental records.
Ensure contractors comply with Occupational Health and Safety requirements.
Coordinate timely resolution of service requests.
Build and maintain positive relationships with stakeholders.
Communicate planned maintenance activities and service disruptions to property managers.
Prepare monthly facilities, contractor and compliance reports.
Track maintenance expenditure and assist with budget administration.
Maintain inventory records for facilities assets and consumables.
Provide administrative support to the Facilities Manager and assist with procurement activities.
Qualifications and Experience
Qualifications:
Real Estate or Business related.
1-2 years in the real estate business
Key Competencies
Facilities Management Administration
Contractor Coordination
Maintenance Planning
Health & Safety Compliance
Asset & Inventory Management
Customer Service
Report Writing
Budget Administration
Microsoft Office /Facilities Management System(FM5 000)
Communication and Stakeholder Management
Skills
Competencies
Directs Work
Drives Results
Ensures Accountability
Manages Complexity
Optimizes Work Processes
Plans and Aligns
Tech Savvy