Contract Facilities Administration Opportunity with Broll Property Group

Broll Property Group is seeking a detail-oriented and proactive Facilities Administrator to support operations at KC Enstra, based in Springs, Gauteng. This contract position falls within the Integrated Facilities Management (IFM) division and is suited to an entry-level to junior administrative professional looking to gain hands-on experience in facilities administration, soft services coordination, procurement support, and contractor management.

The role plays a central part in ensuring the effective coordination, administration, and workflow management of soft services, including cleaning, gardening, functions and events management, as well as contractor administration and invoice processing. The successful candidate will work closely with facilities managers, clients, contractors, and service providers to ensure service delivery standards are met and documented accurately.

This position is ideal for candidates with strong organisational skills, sound administrative ability, and an interest in facilities or property management environments.

Position Purpose

The Facilities Administrator is responsible for providing administrative coordination, procurement support, and workflow management within the soft services environment. The role ensures that service requests, contractor activities, invoicing, reporting, and event coordination are managed efficiently, accurately, and in line with client and company expectations.

The position supports the Facilities Management team by maintaining records, coordinating schedules, managing permits and documentation, and ensuring communication flows effectively between all stakeholders.

Core Responsibilities

Facilities and Soft Services Administration

The Facilities Administrator assumes responsibility for all administration relating to soft services, including cleaning administration, garden maintenance, contractor coordination, and functions and events management.

This includes receiving service requests, coordinating delivery, tracking completion, and ensuring documentation is accurately captured and filed. The role requires careful attention to detail and the ability to manage multiple tasks simultaneously.

Contractor and Permit Management

The role includes managing contractors on site, ensuring compliance with site requirements, and opening and closing Permit to Work (PTW) procedures. The Facilities Administrator ensures that all permits are completed correctly and that contractors comply with safety, health, and environmental requirements.

The position also involves sourcing soft services contractors and suppliers, managing vetting procedures, and ensuring contractor HSE files are requested, received, and compliant.

Procurement, Invoicing, and Financial Administration

The Facilities Administrator is responsible for requesting and following up on quotations as requested by the client, monitoring contractor response times to logged calls, and capturing approved invoices accurately.

Additional responsibilities include updating invoice schedules, managing purchase service requests, and ensuring invoice documentation is complete and filed both manually and digitally.

Scheduling, Rosters, and Staff Coordination

The role involves drawing up monthly standby duty rosters, compiling monthly staff overtime submissions for the Facilities Manager, and posting schedules as required.

The Facilities Administrator also receives, compiles, and actions weekly functions schedules, participates in weekly functions meetings, and ensures schedules are communicated to relevant stakeholders.

Maintenance Planning and Site Coordination

The position supports the management of soft services and technical scheduled maintenance plans, ensuring updates are captured and records are maintained.

The Facilities Administrator participates in bi-monthly site walk-downs with cleaning and grounds service providers, meets regularly with the cleaning supervisor, and conducts daily walks to ensure schedules are followed and compliance standards are met.

Meetings, Reporting, and Client Liaison

The role includes attending weekly status meetings with the client and Facilities Management team, participating in functions meetings, and attending client meetings when required.

The Facilities Administrator prepares and supports reporting related to routine maintenance schedules and soft services management, ensuring accurate and timeous submission.

Filing, Records, and Documentation Control

Maintaining accurate manual and digital filing systems is a key responsibility. The role ensures records, schedules, invoices, permits, and reports are stored securely and are easily retrievable for audits or reviews.

Communication and Stakeholder Coordination

The Facilities Administrator acts as a liaison between the company, clients, staff, and contractors. The role promotes goodwill and maintains a positive professional image while ensuring communication is clear, timely, and accurate.

Effective coordination and cooperation with internal teams and external service providers are essential to the success of the role.

Performance Expectations

Administration, reporting, management coordination, and event support functions must be performed accurately and on time. The role is expected to maintain good working relationships with staff, contractors, and clients while supporting efficient service delivery.

Assistance must be provided where needed, and cooperation across teams is essential.

Education and Certification Requirements

Matric certificate
Facilities management course, general administration, or office support course advantageous
Computer literacy is essential

Required Knowledge

Knowledge of general administration and office support functions
Understanding of procurement and invoice procedures is advantageous
Familiarity with facilities or property management processes is beneficial

Experience Required

General office administration experience
Experience within a property management or facilities management environment is advantageous

Skills and Abilities

Well-organised with a strong work ethic
Good interpersonal and public relations skills
Cooperative and willing to assist others
Strong coordination and administrative ability
Computer literate in Email, Excel, and Word
Ability to manage multiple priorities and deadlines

Employment Details

Position: Facilities Administrator – KC Enstra
Company: Broll Property Group
Division: Integrated Facilities Management (IFM)
Industry: Facilities Services
Job Functional Area: Administrative
Contract Type: Contract
Contract Term: 15
Location: Springs, Gauteng
Experience Level: Entry Level
Closing Date: 12 February 2026

Apply for Facilities Administrator – KC Enstra

Candidates who meet the above requirements and are interested in gaining experience within facilities and property management administration are encouraged to apply.

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