Facilities Administrator

Job category: Others:
Education and Training

Location: Durban

Contract: Permanent

Remuneration: entry level

EE position: Yes

MANCOSA, a DHET registered and CHE accredited private higher education distance education provider, offering undergraduate and postgraduate business qualifications, has the following vacancy available:
Facilities Administrator

Core Purpose

The Facilities Administrator is responsible for providing administrative support to the Facilities Department, ensuring the smooth coordination of procurement, supplier payments, stock control, maintenance requests, and general facilities operations.

Core Functions Include:

Procurement and Financial Administration

• Create and process requisitions on Sage in accordance with company procedures.
• Ensure purchase orders are generated and approved for all facilities-related requests.
• Reconcile supplier accounts with Finance and suppliers to ensure accurate and timely payments.
• Follow up on outstanding invoices and resolve account discrepancies.

Stores and Inventory Management

• Maintain and manage stock levels of stationery, groceries, and other facilities-related consumables.
• Monitor inventory usage and arrange replenishment when required.
• Conduct regular stock checks and maintain accurate inventory records.

Overtime Administration

• Collect, verify, and submit monthly overtime claims for Facilities Department staff within required deadlines.

Facilities Request Management

• Monitor and manage all Facilities-related requests logged on Freshdesk.
• Follow up with service providers and internal teams to ensure requests are attended to promptly.
• Ensure all completed requests are properly updated and closed on the system.

General Facilities Support

• Assist with ad hoc facilities-related duties as required.
• Provide administrative support for maintenance projects, office moves, and facilities initiatives.
• Assist with ad hoc driving duties, including collection and delivery of items, documentation, and supplies when required.

Requirements

Qualifications

• Grade 12 / Matric.
• Relevant administrative qualification will be advantageous.

Experience

• Minimum 2 years' administrative experience.
• Experience working with Sage or a similar procurement/accounting system.
• Experience in facilities, operations, or office administration will be advantageous.

Skills and Competencies

• Strong administrative and organizational skills.
• Good financial reconciliation and record-keeping abilities.
• Excellent attention to detail.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Valid driver's licence will be advantageous.

Key Performance Indicators (KPIs)

• Timely processing of requisitions and purchase orders.
• Effective stock control with minimal shortages.
• Timely submission of overtime claims.
• Efficient management and closure of Freshdesk requests.
• Reliable support of facilities operations and ad hoc requirements.