Facilities Administrator Job Overview

About the Role

Please note: Candidates must possess a Grade 12 (Matric) certificate (a Diploma/Certificate in Facilities Management, Property Management, or Business Administration is highly advantageous) alongside advanced computer literacy in Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams, SharePoint) and CAFM/Helpdesk software experience.

Key Responsibilities of a Facilities Administrator

• Provide comprehensive administrative support to the Facilities Management team and maintain action trackers for outstanding tasks.
• Maintain accurate, structured digital and physical filing systems, contracts, policies, and facility documentation.
• Prepare operational reports, client presentations, formal correspondence, and detailed meeting minutes.
• Manage incoming facilities calls, email correspondence, meeting schedules, and departmental engagements efficiently.

• Log, track, and monitor all reactive and planned preventative maintenance (PPM) requests through Helpdesk or Computer-Aided Facility Management (CAFM) systems.
• Coordinate daily maintenance schedules, monitor work order progression, and ensure timely resolution and system closure.
• Liaise directly with technical service providers to ensure contractual service delivery levels (SLAs) are met.
• Escalate unresolved or high-priority maintenance issues to facilities management and maintain full maintenance history records.

• Assist with contractor onboarding, site inductions, and maintaining up-to-date service provider databases and agreements.
• Verify the validity of contractor compliance documentation, insurances, and safety files.
• Administer requests for quotations (RFQs), manage approval workflows, track contract expiry dates, and monitor vendor performance metrics.

• Raise purchase requisitions and purchase orders (POs) in line with company financial guidelines.
• Verify contractor and vendor invoices against approved quotations, signed job cards, and completed scope of works.
• Facilitate invoice submission to finance departments, follow up on payment processing, and maintain procurement audit trails.
• Assist in monitoring unit budgets and tracking departmental expenditure.

• Support workplace digitalisation initiatives designed to improve user and tenant experiences.
• Collect and log monthly fleet information, vehicle tracking metrics, and operational reporting requirements.
• Track and update monthly utility, power, and water consumption data on approved reporting platforms.
• Coordinate gym membership reconciliations, assist with tenant billing support, and deliver ad-hoc operational projects.

• Maintain all statutory health, safety, environmental, and quality (SHEQ) compliance records, permits, licenses, and certificates.
• Ensure health and safety documentation is up to date, properly cataloged, and accessible for internal and external audits.
• Track compliance deadlines, certificate renewal dates, and assist with site inspections and quality reviews.

• Deliver professional, prompt, and courteous administrative support to internal staff, tenants, and corporate clients.
• Respond to facilities-related queries swiftly, manage client expectation levels, and escalate complex concerns appropriately.
• Contribute actively to continuous improvement initiatives that enhance customer satisfaction and workplace safety.

Minimum Requirements – Facilities Administrator

• Grade 12 / Matric Certificate (Essential)
• Diploma or Certificate in Facilities Management, Property Management, Business Administration, or related field (Highly Advantageous)

• 2 to 4 years of proven administrative experience (Essential)
• Prior experience working within Facilities Management, Property Management, Engineering, Maintenance, or Workplace Services environments (Essential)
• Hands-on experience supporting sub-contractors, suppliers, and external service providers (Essential)
• Solid exposure to procurement, purchase order generation, and invoice administration processes (Essential)

• Software Literacy: Advanced computer literacy in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, and SharePoint.
• Facilities Systems: Working knowledge of CAFM (Computer-Aided Facility Management) systems, digital ticketing platforms, or Helpdesk software.
• Data Management: Proficiency in handling reporting data, utility tracking spreadsheets, and financial reconciliation.

• Organizational Mastery: Exceptional record-keeping, multi-tasking, and document control skills.
• Process Knowledge: Solid understanding of facilities management principles, procurement governance, and SHEQ compliance protocols.
• Communication: Outstanding verbal and written communication skills for engaging with executive stakeholders and technical contractors.
• Problem-Solving & Accuracy: High attention to detail with the ability to resolve complex maintenance queries without constant supervision.

Core Values We Look For in a Facilities Administrator

Career Growth Opportunities in Facilities Management

1. Facilities Administrator → Helpdesk / CAFM Supervisor
2. Helpdesk / CAFM Supervisor → Assistant Facilities Manager
3. Assistant Facilities Manager → Facilities Manager
4. Facilities Manager → Senior Regional / Portfolio Facilities Manager

Frequently Asked Questions – Facilities Administrator Jobs

How to Apply for This Facilities Administrator Job

• Closing Date: 03 September 2026. Applications submitted after this date will not be considered.
• Ensure your CV highlights your experience with CAFM/Helpdesk systems, contractor administration, procurement, and Microsoft Office.
• Attach copies of your Matric certificate and any post-matric administrative or facilities qualifications.
• If you do not hear back within a reasonable timeframe following the closing date, please regard your application as unsuccessful.

Explore More Facilities & Property Management Jobs